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Excellerate User Manual Ver 4

1. Contribution Entry AA n ES X Member Look up Member ID TREVAR aaa NewMember EdiMenbas IL it OoOSe Cas 1 Member not selected Scan Setup Contribution Amount 0 00 Date 06 17 2011 Accounting Period 200801 Batch 1135 Check or Type 2733 Descnphon FReceiptt Account MIS Y Tax Deductible Prost Loniriputor gt Bi Distributions Pledges Check Image MICR 123456780 1234567 MAG TEK INC MICR DEMO CHECK 55 95 212 2738 310 631 8602 FAX 210 631 3956 20725 SOUTH ANNALEE AWE DATE CARSON CA 90746 ORDEA OF 5 PAE CES90008 REVI SENEE VOID E e ooLLans amp Bize onw E YOUR FINANCIAL INSTITUTION Y ANYTOWN USA NON NEGOTIABLE DO NOT CASH Pare ga E PAA UENEN E n1231455780l bed 5b 7 2738 15 Accounts Distibuted for this member 0 00 Post using pledges Help Done The scanner will scan the check and show it to you on the screen Excellerate will automatically pull up the member for you once the checking account numbers are recorded But when you first start you will need to find the members manually This will teach Excellerate what checking account numbers go with what members So the next time you scan this person check it will find the member for you automatically While viewing the check image verify the correct name and address then enter the dollar amount that appears on the check image and specify the accounting fund If the check n
2. Remember this information is only displayed if the user has the proper security access End of Period Processing In order for Excellerate to calculate periodic contribution totals it must use an accounting period This period tells the program what month and year you are working in and calculates weekly monthly quarterly and yearly totals accordingly Excellerate will automatically prompt you when it is time to reset these periodic account totals when the computer s date advances to the next month Before resetting these totals you should print your accounting reports so you have a copy of these numbers These totals are just for your information and do not affect how the system functions You can choose to have Excellerate automatically update these totals without prompting you using the settings in the program preferences Exporting Contributions Excellerate can export contributions in two ways First you can export the contribution batches as they are updated When updating contribution batches choose the Export batches to accounting system button This will export the account totals for the batch one record for each account These exports might represent deposits being made to a checking account and can be imported into your financial system The second export is the account export This will export the current account totals for all of your accounts You may choose which total to export such as week month quarter etc C
3. If a contribution was posted to the wrong person maybe there were duplicate members and you need to move the contribution to the correct person you can use the Move Contribution button in the member s contribution tab This will simply remove the contribution from the current member and post it to the correct member The batch that the contribution was entered in will not be affected other than it will now show the correct member Importing contributions If you collect contributions from another source such as a giving kiosk or online donations it is possible to import those into Excellerate if those services are able to export the contributions to a CSV file Excellerate requires that import file to contain the Excellerate MemberlD for each donor so the external giving service would need to be able to store that ID or you would have to have some way of getting the ID into that file before importing into Excellerate It s very likely that the accounting fund codes of the external system are different than Excellerate s accounting codes so you will need to enter the external system s code in Excellerate s Other Accounting Info field This will need to match exactly for the importer to match them up correctly and enter them into the batch with the correct Excellerate code To import the contributions simply open up a batch and hit the Import Contributions button Choose the import file and the contributions will be impo
4. Outgoing SMTP Server This is the outgoing email server name or IP address A typical server name might be mail mychurch com or smtp mychurch com 133 Internet Integration SMTP Port This is the port number for the SMTP server and is usualy 25 User Name This is the userid for the SMTP server assigned to you when you set up your email Password This is the password for the SMTP server assigned to you when you set up your email SMTP Authentication Your SMTP server may require authentication Choose the method of authentication your server requires If POP authentication make sure you enter the POP Server information POP Server This is the incoming POP server which may be required if your outgoing server uses POP Authentication POP UserID This is the userid for the incoming POP server which may be required if your outgoing server uses POP Authentication POP Password This is the password for the incoming POP server which may be required if your outgoing server uses POP Authentication Maximum email addresses in the TO or CC fields When sending emails to a list of members Excellerate will try to put as many email addresses in the TO or CC field of a message that it can The maximum number of addresses allowed on many servers is 50 If your server only allows more or less you can enter that number here The default is 25 If you want your users to be able to send emails with their own return address you can enter
5. Primary Meeting Address Baker Zachary Birth Parent Cell Generation O Cell Members Member Carruth Yaney 225 529 5120 10 23 98 Member Corona Tammy M 123 456 7890 06 30 98 Member Cox Anita 123 456 7890 06 30 98 Member Dossey Beth 225 1775 5995 10 15 98 Member Dossey Mary 225 775 5995 10 14 98 Member Faust Thomas 123 456 7890 06 30 98 Member Fleming Jewell 225 554 4005 10 14 98 Member Haddox David Wayne 123 456 7890 06 30 98 Group Info Report The Group Info Report like the Member Info Report shows detailed information for a group or a list of groups in the current view The following associated info tabs will also appear on this report Group Members Group Activities Member Change History Group History Group List Report The Group List Report is another report that uses different styles to produce a wide variety of printouts You can choose a view that shows just the groups or the groups with their members or activities etc This report also can be printed for any group view or for just one group Group Leader Report Form The Group Leader Form is the form you print out each week for your group leaders This form provides the leader with a list of members their phone numbers a place to check off if they ve contacted them or not etc This report can also remind your leaders of upcoming group activities and member s birthdays that occur in the current month This is another report that
6. Keep in mind that whatever is between these comment brackets will be repeated for each group member lt Exc MemberInfo gt If you want a specific member field to show up in the group member information area include the field name with delimiters such as Field _Name For example to show a member s first and lastname use Mem FirsthastName The delimiters are crucial If you want the birthdate and anniversary to show up if they occur during the next two weeks use BIRTHDAY or ANNIVERSARY You can also use both in the same field like ABIRTHDAY ANNIVERSARY Modifying the Cell Searching and Listing HTML template EXCLSRCH HTM To change the look of the list results you will modify the Cell Group Search results template Note All INPUT NAME s and field names are case sensitive Wrap the results section in comment tags like lt ExcCellSearchiInfo gt You put the individual cell fields you want to display in here This entire section will be repeated for each group that matches 129 Internet Integration the query string lt ExcCellSearchInfo gt The actual group information fields you want to display should be have the form Field Name For example to show the group Description field use ACells Description There are two default styles of the group search results templates Exclsrch listing form htm Exclsrch paragraph form htm The first one lists th
7. Members and Pre Members Members Associated Information Tabs Associated Information Tabs appear in the bottom portion of each member s screen and contain various information associated with the member The following associated information tabs are available from within the member edit screen Family Lists any family members and their vital information Follow up Includes date member joined how they heard about the church and other follow up information Profiles Hobbies interests or any other member attribute Member Steps Steps in the member s development cycle such as water baptism becoming a participator or becoming a leader Organizations Organizations within the church in which the member participates such as worship team or children s church Visits Counsels Records any visits or counseling sessions with pastors Including time location and any notes from the session Classes List of classes that the member has attended or is scheduled to attend Groups Lists the small groups a member belongs to along with type and date the member joined the group The Family tab allows you to see all of the members of a family Double clicking a family member will bring up their screen Family members can quickly be added by hitting the Add button for this tab The Follow Up tab is used for following up on new visitors or members These people can be assigned a sponsor who would be responsible for following up with them You c
8. Select the options you want to install To install a feature click the check box next to it If the check box ts clear that feature will not be mstafed Fi Excella Excella STX Demo and API Demo requires drivers for USB devices 4 Excella Excella STX USB Driver and API a Dza ITH InstaliShicld lt Back Next gt Cancel When the installation is complete connect the scanner using the USB cable Windows should report that the device was installed correctly 85 Check Scanning Start Excellerate Go to Options Preferences Contribution Options hit Setup Check Scanner Check Scanner Setup 4 S Scanner Settings Scanner Type EXCELLA EXCOD1 Path for archived check images c excellerate checks blank to disable Print endorsement on check For Deposit Only blank to disable tact Change the Scanner Type to EXCELLA EXCO001 Enter the path on your server where you want to store the check images Enter the endorsement line to print on the back of the check Restart Excellerate How to use Check Scanning Insert a stack of checks in to the auto feed hopper print side facing in to the scanner See the scanner user manual for detailed information on using the scanner In Excellerate go to the contribution module and open a new batch Hit the add button to enter a new contribution Hit the Scan check button in the top right part of the screen 86 Check Scanning
9. 74 a a q 4 114 104 2 14 Cancel Member Lastriame Adams Adams Adams Adams Johnson Jones Landry Landry Landry Maxwell Maxwell Neal Meal Middler F Mary M A Tina Tommy Peter Adam Jimmy Terry Theresa kristi Pete Kieth eslie After choosing your theme the program needs to close so go ahead and start it up again Getting Started Creating your New Database If a database has not been created yet you will see the following screen which allows you to open a new database or one of the sample databases Database not F The database was not found or has not been created yet First time setup IF this is the first installation of esxcellerate you will need to create a new database IF pou will be using excellerate on multiple computers you probably want to create this database on your network server Create NEW database Database already exists IF Your database already exists it may have been moved to a different location or it may have been created on your network server Use the Open OTHER database button to locate your database Open OTHER database Open sample database ou can open one of the sample databases by using one of the following buttons fou can also open a sample database at any time from the File menu Open SAMPLE database Open SAMPLE G12 database Cancel If this is the first installation of Excellerate and your database does not exist yet
10. As you enter contributions for this member they will appear in the Posted for this member window This window shows all entries posted for this member in the current batch You can change any one of these by clicking on the entry The distribution window in the bottom left will show how the contributions for this member were distributed into the different accounts For example if a member gives 400 where 300 is 80 Contributions designated for the general fund and 100 for missions you will see the total contribution for the member then the 300 and the 100 in the distribution window Notice the Pledge window on the right side of the screen This window lists any pledges for the selected member If the pledges are active their dates are current you can use the Post using pledges button to post these amounts as a contribution When you are done entering contributions into the batch use the Done button This will exit the entry process and take you to the batch screen Editing a contribution From the batch screen you can add edit or delete contributions To edit simply double click the contribution or highlight it and press enter The contribution will appear as if you were entering it All of the member s contributions will appear in the Posted for this member window and you can click on any one of them to change them To delete an entry highlight the entry in the batch screen and click delete Moving a contribution
11. Calculate Hash totals using MemberlD Nest available receipt number Default contribution account code GF Use same code until changed Default contribution type Default member lookup teld Last Used Accounting Period vy Me 0037 2 W Show member name when entering contributions MW Allow editing member contributions after they have been posted Allow contributions with 0 amount MW Prompt before resetting account totals Canadian receipt number generation and tracking on contribution statements Date last contribution statements printed updated IRS Message to appear on Member Contribution Statments Mo goods or services were exchanged for montes recelved Tour Message to appear on Member Contribution Statmente Cancel Hash totals While entering contributions Excellerate can calculate hash totals for you to ensure that all of the contributions have been entered correctly Hash totals are either the sum of the member IDs or envelope numbers that are entered into a contribution batch You would compare your pre calculated hash total to the one generated by the program to verify all contributions have been entered You can choose to calculate hash totals by Member ID Envelope or None Next available receipt number Excellerate assigns unique receipt numbers to each contribution so that a receipt can be printed if necessary This option allows you to choose the next available number Default contribution account c
12. Excellerate UR_New QR a i bee ee al Lal abl alala Layout Data Snap Pg header W Title 4 Col header 4 Detail A Summary _ Pg footer Master Name Title Col Headings Fieldnames Text or Shapes F 1 160 G12 Specifics The report editor screen allows you to Choose the layout for your report Choose the data to include in your report Place text shapes data fields on your report A report is made up of several different horizontal bands A band can hold text labels data fields or shapes and appears on specific parts of the report The Page header band is printed at the top of each page The Title band is printed on the first page only The Column header band is printed on each page before the list of records The Detail band contains the fields for each record that is printed The Summary band is printed at the very end of the report The Page footer band is printed at the bottom of each page The Band toolbar allows you to select which bands or sections to include on your report Pgheader Title Colheader Detail Summary Pg footer Simply check the bands you wish to include in the report and they will appear in the report editor Careful When you uncheck a band it will remove the band and all items contained in the band Child Band One other band type is available when you have a detail band on your report If you select a detail band you will see an option in the
13. Group Attendance You can also track individual group member s attendance from this same screen Tracking member s attendance allows you to review an individual s group attendance history to observe their faithfulness or to look for signs of continued absence To record member s attendance using the Group Meeting Totals entry screen simply double click their name in the Current Group Members list Each time you click their name their attended status changes between Yes and No You can quickly mark all members present or absent by using the Tag All button As members are tagged Excellerate will automatically calculate the number of members present at the meeting lt is possible to enter a different member count than the number checked off if necessary To further ease the process of entering attendance you may choose how you want the attendance to be marked by default In the program s preferences screen you can choose to have the attendance default to all present all absent or to use the attendance from last week s meeting You may also choose to turn off group attendance tracking here As group member attendance is recorded the information is available in each member s edit screen in their Group Attendance associated information tab From that tab you can view an individual member s attendance history Group Attendance Reports By using the Group Member Attendance Chart attendance can also be reported in a chart form to easily
14. New Cells as of e New Groups as of 4 Picture r New Life Cell Church All Groups Actives 13 Records The group browse screen shows the small groups of your church From this screen you add edit and delete groups and can see different subsets of your groups by selecting other views Next we will take a look at the Group Information Screen and the fields it contains 39 Groups Group Screen The Group Information Screen shows all information relating to this group The top half of the screen shows details on the group and the bottom half shows the associated information tabs lt Group Information Status Group Details Group ID 9 This group will be listed as 1 4 1 A Flex Fields O Active The group name is made up of the following 4 fields Leader Adams Tina A J Inactive District 1 v Intern Landry Terry F m Zone 4 v Intern2 Section 1 v Intern3 Cancel Extended Name a Supervisor Print Group s primary meeting details Members 6 Hel Group Type Family Address or Zip 100 West Blyd P Sub Type Phone 222 222 2222 _Member Moves ae Date Started 03 03 1996 Meets on Tuesday w Time 7 00PM l Growth Graph Next To Multiply 04 04 1999 Frequency Weekly v AS User Fields Where this group fits in the Organizational structure fe Tree Group Description Emphasis Dutreach v v Generation Childcare Yes hd v Organizational parent 1 4 1 4 Users M Birth parent gr
15. The Group Meeting Report by Division gives you a weekly report of the attendance in your groups This report can be configured to show each group s meeting totals or a summary like this for each District Zone or whatever division names you use New Life Cell Church Cell Meeting Report by Date District 1 Zone A 09 01 1998 10 31 1998 September 1998 October 199 Parameters by Month and Divi 1 and Diw2 4 Group Meeting Report by Date The Group Meeting Report by Date provides a breakdown by Month or Year of your group growth This report lets you look over a period of time to see if and where your groups are growing if attendance is increasing etc Group Member Attendance Chart The Group Member Attendance Chart can chart group member attendance to easily observe their faithfulness or look for signs of continued absence This can be reported by date range for up to 20 weeks of history You can also report for specific districts zones etc 104 Reporting 12 19 99 5 24 07 PM New Life Cell Church Page 1 Cell Member Attendance Chart All Cells 12 01 1999 12 31 1999 Pastor s Cell Leader Pete Maxwell Phone 123 456 7890 lt Attended meeting NM No meeting NR NoReport Cell Members Meetings er 211 A dame Je asme x Tx E E DE E E B B B R R B D R R S S R S Kieth Neal x x imi ASS ESE ae E EA CO ASIN EE O O EE GS E E E E E Erin Rushing x x xE Bob Tair x x
16. This is similar to delete but you can not remove inactive members This option would be used to hide members that are no longer active in the church but may have given contributions this year The system will need to keep these members until all contribution reports are printed At that time those members can be deleted Searching for Members There are two ways to search for members from the member browse First is to use the find button in the toolbar or use the menu and choose Edit Find 37 Members and Pre Members Find records l a 23 Lastname Firstname MemberlO Envelope Phone Search PreMembers alzo Address Ur Find In field Lastname Find Cancel A Y SA This method allows you to quickly search by several fields This type of search will return all members matching the search criteria in a search results view Hit escape to return to the previous view The other way to search is to simply start typing a few letters of the member s name Search for 23 Smi Lancel The Search for window appears This method will take you to the first occurrence of the last name that matches the search criteria in the current view You can also search for the last name comma first name This will not find a member that is not in the current view Pre Members Once again Pre Members are the people you are interested in following up with or mailing out marketing infor
17. a o A teem sadeneaie eae anteneeeeetanensed 49 Multiplying a SrOU Drs sprite 51 MEWINO GrOUD GTOWI asnan a a cat stet mi atetanieeaideoamenancdonestt ea tiet ena vonctduennmendaseoredgtanacedatae 52 Group Tree A Better View of Your Group Structure cccccccccsssseceeeeeeeeeeeecseeeeeeeeeeeeeeeeessaaeeeeeessaaeeees 55 The Group Organizational Cha A ebancereenei seca aeie 57 Entering Group Meeting Totals and Attendance cccccccconccnnccccnonccnncnononncnncnnnnncnnnnonnnncnnnnonnnncnnnnonnnnrnnnnnnnnness 58 Updating Group Meeting Totals venir 59 Example of a Typical Small Group Week coooncoccccnnnnccconnococoncnconnnconnnnanoncononcnnononrnnonnannnnnnannnnonannnnnnnos 61 Chapter 6 Classes imita iras 63 MEAG TOT A CASS CS aie cts a ak et A 64 Post Encounter School of Leaders ClaSSe s ccccscscccccceeeseceeccaeeecececeeeeeceeeceeaseeeeseueceeeeessaaeeeeesesaseeess 65 Barcode Atenas sitet toed cite ce cis ais aca a eaten aca ananete oeaneeea dace nance A 67 Chapter Tr Organizatii S aac ccc actrees acl ce oa aval E tania dle Sul outed ee AE 69 COGAN ZATION ocre e on eee o 70 Moving Tagged Records to an OrganiZation cccccssseccccccsesseceeceeeeeeeeeeeeeeeeeecsueaeceeessaaeceeessaaeeeeessaaseeess 70 Chapter 6 Church AtendancCessissscasianicollaolliicicd eii 71 Chapter 9 Contributions urinario IA Ain 73 Contribution Settings ccccccccsssesceecceeeeececceseeeeeeeecseaseceeeeaeaeeeesseaaeeeesse
18. gt lt input name DATA value exwr cellmeetings 12mos bydate txt type hidden gt lt input name TEMPLATE value exwr cellhistory htm type hidden gt lt input name GROUP value type hidden gt lt input name SELECTION CRITERIA value CellID 1 type hidden gt lt input type submit value View gt My Group Meeting History Detail lt select name DATERANGE size 1 gt lt option gt This Week lt option gt Last Week lt option gt This Month lt option gt Last Month lt option gt This Year lt option gt lt select gt 131 Internet Integration lt form gt Since this form is contained in the EXREPORT template which gets processed by replacing variables with real data the value of CelllD in the SELECTION_CRITERIA variable can be automatically evaluated instead of hard coded when the real leader report form is generated So that SELECTION_CRITERIA really looks like lt input name SELECTION CRITERIA value CellID Cells CellIpD gt The EXREPORT HTM templates are examples of calling EXWEBRPT PL List of Excellerate s Web Integration Files All of Excellerate s web integration files start with the letters ex Cell Reporting exform pl Script for logging into weekly group reporting exlogin htm Alternate HTML form for logging into weekly group reporting exsubmit pl Script to process entered weekly group report forms exreport htm HTML template defines the look of weekly group report forms
19. used to track a list of records maybe volunteer opportunities etc In this case you could actually add a new table to the database for tracking those opportunities 141 Utilities and Preferences Adding Flex Fields To add flex fields use the Utilities Setup Flex Fields menu option You will see the following screen 35 Flex Fields A e Use this screen to setup user definable fields and tabs Once the fields have been created they can be re positioned by right clicking and dragging into place Module TableN ame Add Tab Flex T abs can be added to any of the main edit screens Tabs can hold flex fields for that edit screen or they can show a list of Edit Tab records from a new table When showing a list of records from a new table that table must IAE ee have a FF_MemberlD FF_OrglD etc that corresponds to the module it belongs to Order FieldName Title Titex Title Field Fieldy Field FieldH PickList Loce 0 Check In System Mair p Members 1 FF_SecurityNumber Security Number Mair Members 2 FF_Room ssignment Room Assignment Mair A Members 3 FF_CallNumber Call Number Mair a Members 4 FF_Conditions Medical Other conditions Mair Hit the Add field button at the bottom of the screen to add a new field 142 Utilities and Preferences E feld 23 a Module Table Tab Order Field Mare Field Type Length Picklist Type embers r FF_ Text None Default Value ud Indexe
20. you can create a new database by clicking the Create NEW database button If your database has already been created or if it exists on a server somewhere click the Open other database button and locate the database The default ID for new databases is MANAGER and the password is SETUP This may have been changed by the person who created the database 10 Getting Started Program Registration After creating the new database you will be prompted to enter the registration code which activates the full version of the program Your registration code is located on your invoice and inside the front cover of your user manual or if you downloaded the program from the Internet your code would have been emailed to you Program Registration Registration Registration Name Registration Code Configuration Level 3 000 Member Version Network Version Multi user site license Check In ONLY Version Cancel Help The Registration Name and Registration Code must be entered exactly for the program to register correctly The 0 s in the registration code are Zero s Choose the configuration that you purchased including member level and Network Version if applicable If you purchased the Check In Only version select that option Without registering the program it will operate as a demo limiting you to 50 members and groups You can also access the registration screen from the
21. 1 4 Tina Adams og 1 4 1 8 Terre Landry ES 1 4 1 C Joe Adams Ss 1 4 1 0 Mike Willams 1 B Adam Jones 1 C Joseph Phillips District Erin Rushing District Bob Taylor Sunday Service Pete Maxwell Se 124 144 Tina Adame ag Group with other Leader of Leader over regende Group groups below it Group Member of Bien meee of other groups a division Double Click to go to group member Organizational Bo E Right Click to show group members Parent Child Group Birth ete View Org Chart ER E In this example we see the members of group 1 A 1 A Just as you can drag and drop groups you can also move group members Here Jeff Robins is being moved from 1 A 1 A to group 1 A 1 B The normal group move screen will appear asking for the reason why this member was moved If you double click a group member you can go to their edit screen to make changes Ina G12 structure when you right click a group to see it s members it will look similar to the following gt Group Tree 13 groups gt as b bE ay ob O o Men Pete Maxwell E J Es dl 07 Peter Johnson o Mer 01 01 Joe Adams vee O Terry Landry ay Men 03 Joe Adams ay Men 04 Mike Willams oy Men 05 Adam Jones eBags Mer O6 Joseph Phillips E J a aaa Kristi Maxwell CB Women Tina Adams a outh Erin Rushing Legend 8 3 Group eso Group with other Group Member sie Group Leader Leader of
22. 1 4 1 C Joe Adams ll E aya 14 71 00 Mike Wiliams E pe 1 B Adam Jones a 1 C Joseph Phillips non 2 District Erin Rushing jrin d D istrict Bob Taylor an Sunday Service Pete Maxwell Legend 8 3 Group Es Ata Group Member sE Group Leader Leader of Leader over groups below it other groups a division Double Click b J izati Pouble Clice to go to group member a Organizational a a i Right Click to show group members Parent Child Group Birth ete a View Org Chart ER E The group tree will show all of the groups in your current view and how they appear in your organizational structure The groups that fall under another group are underneath and indented You can collapse and expand different sections of the tree to focus on different areas by clicking on the or icon next to the group The group tree is not only for viewing your group structure but also for maintaining it From this screen you can actually drag and drop entire sections zones etc from under one district to another You can move groups around to keep your structure balanced Double click a group to go to that group s edit screen to make any changes When you right click a group the group s members will be displayed 55 Groups Group Tree 13 groups o Ra el se Pastor s Cell Pete Maxwell 1 Distict Kieth Neal e 1 4 Peter Johnson MES t 1 4 1 Joe Adams 88 1 4
23. Followup Info gt You put the followup data fields you want to display in here This entire section will be repeated for each followup person lt Followup Info gt The follow up form will list a leader s current follow ups but can also include a section to add a band new follow up This section will have blank fields to be filled out with the new information Any blank follow up fields for new follow up adds must be outside the lt Followup Info gt section and will have a form button like this lt input name FollowupAdd type submit value Add NEW Follow up gt These HTML templates also contain buttons that pull up other forms Any time you use one of these buttons they need to be inside their own lt FORM gt area and should include a special comment tag lt Session gt 130 Internet Integration This tag tells the scripts to insert special variables containing the current MemberlD etc which may be needed to call the other forms Modifying a Web Report HTML template Web Reports also use HTML files fore describing the layout of the report The Cell History report is one example Data fields for these reports come from the Web Reports that you create in the Web Integration module These reports define the data which is exported as a text file and uploaded to the web site Any fields referenced must match the fieldnames in that file Data fields that are not in the uploaded web report data
24. Group Members Lists all group members and their member development information Activities List any activities that the group is involved in Group Meetings Lists the group meeting totals that have been entered for the group Group Attendance Lists the group members attendance history Member History Lists past members that have moved out of the group Group History Lists any changes that have been made to the group The Group Members tab allows you to see the group members that belong to this group along with their member development information As you choose different members on the left side of the information tab their member steps or classes appear on the right You can choose Member Steps or Classes to view on the right Group Members Activities Group Meetings Group Attendance Member Change History Group History Member Steps v x MemberT ype MemberN ame Phone DateJoined z Member Steps Date Completed Comments Member Adams Joe 222 222 2222 07 15 1999 Water Baptism 01 01 2005 Completed Member Adams Mary 222 222 2222 02 12 1999 Christianity 101 02 01 2005 Completed Member Landry Jimmy 222 222 2222 02 12 1999 Encounter Retreat 03 01 2005 Completed Interested in ministry Member Landry Terry 111 369 8569 02 12 1999 Discipleship 201 02 16 2005 Completed Member Landry Theresa 222 222 2222 02 22 2099 Discovery Seminar Member Robins Jeff 111 587 9874 02 12 1999 Leadership 301 Champions Retreat Cell Leader A
25. H Tagging related H All views The views are categorized based on the information they relate to For example all the views having to do with Attendance are grouped in the Attendance folder For convenience all views are also located in the All Views folder in case you want to see all of the views together To choose a view simply double click it You can also get to a view quickly by typing the first few letters of the view name This works best in the All Views folder If you can t remember the exact name of a view you can search for a word in the view name by hitting CTRL F and typing in the word to search for Views are not only for viewing information but for reporting as well This can be very powerful when combined with the reporting and mail merging capabilities of Excellerate For example to print mailing labels for your small group leaders you would simply choose the view for Cell Leaders then choose the report for Member Lists Labels from the Reports menu option You could also use that same view of Cell Leaders and print a Member Development report to check on their development progress Users can easily create their own views and save them for future use Favorite Views If you find yourself using a certain view frequently you can drag that view up to the toolbar so you can get to it very quickly Simply drag the view from the view menu on the left and drop it on the toolbar Taggin
26. Leader over groups below it other groups a division Double Click to go to group member Organizational By e Right Click ta show group members Parent Child Group Birth Es m View Org Chart E ER E 56 Groups In this example we see Pete s group of 12 Since he is encouraging his members to start their own groups we see that several of them have These are denoted by the picture of a member with a group around them Peter Johnson has groups under him The Group Organizational Chart The group tree is a helpful view of your group structure but sometimes is easier to look at the traditional organizational chart that we are used to seeing These charts can be impossible to create by hand especially with a large number of groups The group tree can be viewed as an organizational chart by simply pressing the View Org Chart button Organizational Chart Oo 2 2 99 New Life Church Cel Group Organizational Chart 2 C Wesly Gorman A Sandy Keal 2 6 1 2 A Tony sl 1 C Greg Samrovw 1 B 2 Wanda Home 1 B Tom Gess 1 8 1 Greg Sarmrow 1 4 4 4 Charles Payne 1 4 4 Charles aa l 1 4 3 8 1 5 3 Hank sri 1 4 3 4 Hank Sinclair 1 4 Chip Montana Sort ascend Level width 150 ltem Height 20 Hedrave ajel Landscape e x Bob Heal Pastorz Cell John Maxwell 1 Feith Buchert The organizational chart can be viewed on screen or p
27. List All Groups option Moving Group Members 48 Groups Members can be moved from a group from either the member edit screen or the group edit screen From the member screen choose the group s Associated Information Tab Use the edit button to edit the group entry then use the Move to new group button to assign the member to a new group Group Member Move e Member Landry Terry F Moving FROM group 1 4 1 4 Moving TO group Date of move 02192011 Reason for move Make this their Primary group Cancel Help When moving a group member you choose the new group the data of the move and the reason for the move To move a group member from the group edit screen choose the group members associated information tab highlight the group member and hit the Member Moves button The same Member Move screen will appear will prompt you for information about the move Primary and Secondary Groups Excellerate allows members to belong to multiple groups This can be disabled based on the group options in the program preferences lfa member joins more than one group you have to choose one of the groups to be their primary group and all other groups become secondary The main difference between primary and secondary groups is that the member s primary group will be displayed as the members group on all screens and reports When a group is made primary that group s division codes District Zone Section etc a
28. Mew New CellMeetings_12Mos_ByDate re CellMeetings_12Mos_ByDivs Modify Followup Index PickLists Delete Web Any reports with HOLD in the name will not be sent to the web Export Preview First you use the Web Reports feature to define the data that will be uploaded to the web site for reporting This is done by creating a Web Report which is a custom report that simply gets exported to a text file and uploaded to the web site Therefore the layout of the Web Report does not affect the layout of the actual report on the web it only defines the data The report should be simple plain text field names in the title band and data fields in the detail band Any Web Reports with the word HOLD in the name will not be uploaded to the web site See the section on custom reports for more information Next you define the layout or look of the report using an HTML template The HTML template defines the different reporting bands their colors fonts etc and contains data tags such as LeaderName to show data fields Finally once you ve updated the web site from the web integration screen with the data and the template you use the web script exwebrpt pl to run the report The script should be run from an HTML lt FORM gt on your website Creating these reports will require the skills of a web designer but looking at the included web reports will help The following files are used in generating the My Group Meeting Histo
29. Orcle one The 1728 New Life Cell Church Dynamics eo Cell Leader Report Form A Cell Type Leaders 12 Cell Leader i YS Network Pete Maxwell Pete Maxwell a 5 ON The12 Cell Men OS os The 144 al So Inthe empty circles above record howmeny minutes each acti vitytookto complete pas cee eee ee eee ET TA Johnson Peter 6856888888 LIL CE Te Jones Adam 111 589 7893 Men 05 Landry Jimmy 22222 HOY Landy Terry Gima U TE Neal Kieth times U YY op pp Phillips Joseph mimase 6987 o Men 06 maB o o 8888 TT Pie Wiliams Mike 11058745887 OO K o k K rra poo o e Mark one _ Salvation _ Water baptized New Merrber Mark one _ Salvation _ Water baptized _ New Merrber Full narre State Zip City State Zip Date of Birth Phone Date of Birth Marital Status Sex M F Receve Mail Y N Marital Status Sec M fF Receive Mail Y N Reporting New Life Cell Church Cell Meetings Summary Report District 1 09 27 98 10 03 96 X ES one Cells 4 cels not reported o T T SubTotals Mtgs 1 Celle did not meet a Cells 43 Cels not reported 34 Mtgs 43 Cele did not meet Cells 143 Cels not reported 25 1 T3 Mtgs 11 Cells did not meet Cells 14 Cels not reported 97 35 Mtgs 14 Celle did not meet Cells 20 Cellz not reported 10 Mtgs 47 Cele did not meet Cells 61 Celle not reported 104 1 Mtgs 56 Cellz did not meet Group Meeting Report by Division
30. PreAddresses City PreAddresses State PreAddresses Zip FROM PreMembers LEFT JOIN Members AS Sponsors on PreMembers FollowupSponsorlD 5Sponsors MemberlD LEFT JOIN PreAddresses ON PreMembers AddressID PreAddresses AddressID WHERE PreMembers FirstVisit gt P1 AND PreMembers FirstVisit lt The data is basically an Excellerate view or in this case an advanced view which is actually an SQL statement Most reports will not need an advanced SQL statement and can be built using the view builder 114 Reporting Creating a Custom Report To create a custom report choose the New button You will then see the report editor screen Report Editor CAEcellerate UR New OR de al la abl 49 JEE Layout Data Select C Fg header Title Col header T Detail A Summary E Pg footer The only difference between the report editor for report styles and custom reports is the Data button This button allows you to select the data to be used in the report 115 Reporting Data for Report eo Report for Tables Members Description Report Query Selection Criteria F Ask for specific Member Type Sort Criteria You will notice this screen looks very much like the build view screen Basically you are doing the same thing that is building an SQL statement to produce the data necessary for the report You can still use prompts to ask the user for certain values in selecting your data just as i
31. QR ET Ci alta la abl o as Layout Data Select O Fg header T Title E Col header Detail E Summary Pg footer I r iba Please follow up on the following individual im H g 1 A 71 Cueryl Firstn Queryl Lastname Home Ph Copy Query H Cueryl Addr Work Eh Copy Queryl W Query1 E Addr E mail Queryl Es Email Queryl City E Query Queryl E Zip Marital status y Queryl Maritals Gender Queryl Sex 1 Sel Date name Was received ryl Firs F a Foll a y Responded E pr Queryl e FED A Sueryl Comments 4 Action Taken Response if Queryl P if Queryl Cont Gf Queryl ContactRespl gt Queryl_ContactRespl if Queryl L if Queryl Cont at Gueryl _ContactRespe gt Queryl_ContactRespe You will see the labels and data fields that make up the report above Hit the Data button to see the data that drives the report 113 Reporting Data for Report J 3 Description else B SELECT Members Sponsors Email AS SPEmail Addresses Addr1 Addresses Addr2 Addresses City Addresses State Addresses Zip FROM Members LEFT JOIN Members AS Sponsors on Members FollowupSponsorlD 5ponsors MemberlD LEFT JOIN Addresses ON Members AddressID Addresses Address1D WHERE Members FirstVisit gt P1 AND Members FirstVisit lt P2 UNION SELECT PreMembers Sponsors Email AS SPEmail PreAddresses Addr1 PreAddresses Addr
32. XT UT LO EOL LOL LOL d d S i d Members Who Missed Group Meetings The Members Who Missed Group Meetings report allows you to list those members who have missed a certain number of consecutive group meetings This is a tool to quickly spot members to follow up on Missing Group Report List The Missing Group Report List provides a list of groups who have not yet turned in their group leader report form These are the forms that are used to report the attendance in your groups This report is a handy way to follow up with these leaders Group Tree Diagram See Group Tree Diagram in the chapter on Groups Group Growth Graph See Group Growth Graph in the chapter on Groups Class Reports Class List Report The Class List Report is a generic report for your classes sessions and attendance This report uses different styles to produce the information you need Again you can modify these styles to show different items in the report Class Members Report for traditional classes The Class Members Report allows you to report on members who have either already taken a class or are scheduled to take a class This report can be used to print out a roster to record attendance The option in this report allow you to print for your current class view or a specific class and which sessions to report You may also specify a date range for reporting on previous attendance G12 Class Reports Several class reports are available for Post Encou
33. allow read access only enter the letter R To allow read and update access which includes adding and editing contributions use the letter U To allow full access which includes deleting use D There is one other special level denoted by the letter G G will allow a user to see the last date a member gave but not any other giving details This applies to the financial field only The following options require Delete and Update access change accounts reset or reverse update contributions end of period processing The second way is to allow you to set a database password This will prevent users from opening the database with another program other than Excellerate without knowing the password To set the password use the Set Database Password option in the utilities menu See the chapter on utilities for more details Contribution Types Excellerate allows you to set up the various types of contributions that you wish to track The default types are Cash Check Credit Card Money Order and Other You can set up these types using the picklists menu option and choosing Contributions Type for the field Summaries can be printed on the various contribution reports showing break downs for these different types Contribution Accounts Funds Contributions can be posted toward any number of different accounts or funds For example you may want to designate contributed money for a certain purpose such as missions a
34. and set their organizational parent to be the head group Continue with your other groups in this manner until you have them all entered and assigned parents When adding your groups you start by entering their division fields Your church may choose not to use all four of these division fields This is defined by the names you ve chosen for the division in the program options screen If you left a division blank that field would not appear in the group screen To enter group 1 A 2 B you would set District 1 Zone A Section 2 and group B If this were a District group 1 you would only enter District 1 The Extended Name field would be blank unless you wanted to make it clear that this was a district group by putting the word District in the Extended Name field The Extended Name field identifies this group within the given division hierarchy This can be a letter number or up to an eight character name The actual name of the group will be the combination of the division and Extended Name fields unless you chose not to use the divisions as the group name in the preferences screen Then the group name will appear as just the value in the Extended Name field Here are some example group names 5 A 1 B MyChurch 5 A 1 B 5 A 1 Teens Chicago East 1 B If you choose not to use the divisions in naming a group then you may designate a simple name similar to the following Kevin s Teen Life Singles Remember if the group is a district zon
35. and their Addresses Members and their Classes Members the Cell they re a MEMBER of and their Cell Activities Members the Cell they re a LEADER of and their Cell Activities Members the Cell they re an INTERN of and their Cell Activities Members the Cell they re a SUPERVISOR of and their Cell Activities Members and their Meetings Counseling Members and their Organizations Members and their Profile Codes Members and their Member Steps Members and their Contributions Members and their Pledges Members and their Church Attendance Which item you choose depends upon what information you want to select or sort on For example if you want to view members that live in Memphis you would need to select on the city field of the member s address Therefore you would choose Members and their Addresses 91 Views Use the Description field to name the new view For example Birthdays for Month When describing your views try to choose a name that starts with a word or phrase that indicates the selection criteria For example instead of saying Members with a Birthday in Month use Birthday for Month This way you will be able to quickly find the views relating to Birthdays When you have a long list of views this will be very helpful Also when naming views that select on the division fields instead of using the division name of District or Zone use the div name of Div1 or Div2 etc Excellerate will automatically replace Div1 w
36. building project or a general fund Then as contributions are received they are totaled into the different accounts so at any time you can see how much money your church is receiving in these different areas Each account records a weekly monthly quarterly yearly last year and beginning to date totals To view the contribution accounts go to the contribution module by using the contributions button or by hitting F10 In the contribution module you will see two areas The top portion lists the contribution batches and the bottom portion lists the accounts To add edit or delete an account use the add edit or delete buttons in the bottom portion of the screen o cen E3 Account Code GF Description General Fund Other Account Info LF Begin Date End Date Week To Date 0 00 Year To Date 0 00 Month To Date 0 00 Last Year 0 00 Quater To Date 0 00 Beginning To Date 2 791 59 Cancel Heb 76 Contributions When entering a new account you must specify an Account code and description The account code is a short code use to specify the account when entering contributions This code can be numbers or letters up to four in length You may also specify other account information This can be used to specify a bank account number or other values that may be useful to you financial system if you plan on exporting your contributions lf you are exporting to Quicken or QuickBooks for example you can specify the Q
37. into its cradle and the data is read into Excellerate The first step in using the Church Attendance with Barcodes feature is to choose how you want to print your barcodes Use the Members Lists Labels report to select a report style that includes barcodes or modify one of the existing styles to add the barcodes To add the barcodes to a report style simply add a text field to the report with the following value BARCODE15 l MemberQuery MemberlD This value tells the report to print a check in barcode for the MemberlD You can also print a check out barcode if you are interested in tracking check ins and outs 154 Utilities and Preferences BARCODE15 0 MemberQuery MemberlD This will print a check out barcode Note the letter O not zero Also see Report Styles in the Appendix for more information Before printing your barcodes choose a view to select the members you are interested in or you can print for all of your members Now that you have your barcodes printed you can scan the codes as each person attends using the check in barcodes If you want to track the check outs as well then you would scan the check out barcode as the person leaves You do not have to use the check out barcodes if you are not interested in time in and time out Once the barcodes have been scanned place the scanner into its cradle and use the File Import Church Attendance menu option Import Attendance So Attendance Type Children scanner T
38. is a general description of the group This can be used in printing group menus and providing information on your web site about the groups Group s primary meeting details These fields specify where the group meeting is primarily held The last four digits of this Phone field is used as the default password for logging in to the online reporting form when using web integration Members This field shows how many members are in this group Leader This is the group leader When a new leader is assigned to a group history of the leader change is recorded and the new group leader s phone number can be loaded into the primary meeting phone Intern 1 3 These fields may be renamed to titles that your church uses You may have several interns Although every group will not have the need for three interns it may prove helpful as group leaders attempt to give responsibility to various group members according to their willingness and gifting Your group leaders may wish to have a worship leader intern a group leader intern and an outreach intern simultaneously Supervisor The supervisor is a field that can be used for another individual besides the group s district and zone pastors that is responsible for the group This could be your children s pastor if you have children s groups Those groups may be overseen by the district and zone pastors in one way but also by the children s pastor in another This can also be re named in pr
39. is useful for checking children in and out of children s church The Change History tab records certain changes that have been made to a member s record This will show the members group membership history and any changes to the History Fields You can setup which fields you wish to record change history on by entering them into the History Fields List under the Utilities menu option The member history list also show which user made the change and when Adding Members To add a new member to the system while viewing the member browse press the add button or hit insert When adding new members there are several Required Fields that must be entered before you can save the entry These fields are highlighted in a light red color You can specify which fields are required fields in the Utility menu For new members of a new family you do not need to select a family The program will automatically create a new family entry for you 36 Members and Pre Members Adding Family Members While adding a new member you can quickly add another family member by clicking the add button for the family members tab This will save your current member and add a new record with the last name and address already filled in Your cursor will be placed in the first name field ready for you to continue The other way to add a new family member is to add them as described in Adding Members above but this time select the family they belo
40. new group multiplications Now that you understand how the small group structure is implemented here is the easiest way to start entering and structuring your groups First start by entering all of your groups without worrying about assigning the Organizational or Birth parents Next enter any Control groups for Districts Zones etc if you are using that type of structure Now use the Group Organization Tree to view all of your groups They will all appear in a list on the left hand side Finally drag each group on top of the group it should fall under For example if you have a group called 1 A 1 B it would fall under Control group 1 A 1 so you would drag group 1 A 1 B on top of group 1 A 1 This will automatically assign the Organizational parent Continue dragging your groups around until your structure looks like you want Adding Groups 46 Groups To add a new group to the system simply press the add button or hit insert while viewing the group browse When adding new groups there may be several Required Fields that must be entered before you can save the entry You can specify which fields are required fields in the Utility menu Start by entering a group for the head pastor or whoever oversees all of your groups This group and leader will appear as the head of all the groups on you organizational chart Then add your district groups or whatever you call your first level groups
41. report This will email each sponsor with the contact information of his follow ups Print the Follow up Consolidation reports for the sponsors without email Track the results of the consolidation with the contact fields in the Follow up tab As the consolidators turn in their results either by report or email update the contact fields for those follow ups If you are using the web integration this information can be entered directly by the consolidator over the web Track the encounters using the member steps tab Track the details and attendance for Post Encounter using a Post Encounter class Measure the success of the consolidation by running the Follow up Consolidation report and checking the totals and percentages The Consolidation Report Graph allows us to measure our success by answering questions like Out of all of our visitors from last month how many have been contacted been on encounters joined a group etc Disciple Developing leaders The discipleship process involves tracking a member s development from the point they join a group all the way through the School of Leaders In Excellerate you would use the following steps 164 Track the groups group members and attendance in the group module If you are using the paper method the Group Meeting Entry screen is designed to help you quickly enter the weekly group meeting results Otherwise the web integration is the most efficient way of trackin
42. report also allows you to exclude certain members from mail outs If you indicated that certain members should not receive mailings by setting their Mail Code to N or some other value of your choice you can specify not to report for that mail code here Just 97 Reporting specify the code to exclude from the report If you are printing mailing labels for your members and you don t want to send the same mail out to the husband wife and children of a family you can choose one of the family options for your report By choosing one of the family options only one label per family will be printed The way the label is addressed depends on the family option you choose For example you could choose Family Mr and Mrs Last name or Family The Lastname Family etc Member Development Report The Member Development Report shows your members progress through the Member Steps and Classes It is useful in seeing how far along they ve come in their development process This report can be printed for the current member or the current view of members Member Counseling Meetings Report The Member Counseling Meetings Report lists details of your members counseling sessions or meetings These could be prior or future meetings You can specify a specific counselor if desired and the meeting date range to print This report uses report styles which can be modified to suit your needs Counselor s Report This report is very similar to
43. see a group s history This report can be printed for all groups or any view of your groups such as a district The Members Who Missed Group Meetings report allows you to list those members who have missed a certain number of consecutive meetings Updating Group Meeting Totals It is important to make an entry for each group every week This is how the program knows how many groups you had a few months back before you added a lot of new groups To make this a little easier for you there is a routine that should be run each week after making any group and group member changes and after entering your meeting totals This routine goes through your list of groups and checks to see if a group meeting totals entry has been made for each group If not it will automatically enter Group did not report entry for that group This way if you forgot to check that a group did not turn in a report the update will catch it and enter it for you 99 Groups F A Update Group Meeting History 25 Update Group Meeting History for Week Year 011 or Dates 09 26 2011 to 100222011 E Update Group Meeting History finde groups that have not turned in a Meeting Report for the specified period No Report or No Meeting entries are recorded in the Group Meeting History for these cells This update should be run ever group period usually weekly after all cell information changes have been made and after the Group Meeting Reports have b
44. send them from your own personal email address so that when a person replies you will receive it in your email program Or you may want to send email from the church main email address You have the option of choosing which email address the message will be from by selecting either your own or the churches email address in the From picklist The church email address can be setup in the mail settings under preferences and your email address is set up when your user id is created A formatted message can be entered using the font and color tools in the toolbar Use the attach button to attach files Sending emails to a list of people mass email You can send emails to everyone in your database or just a selection of people The first step is to pull up a view of the people you want to email this could be All Members or All Leaders etc Next go to the Utilities menu option Email and then choose Current View Compose your email message and when you hit send it will start sending your message to every person in the current view with an email address Note anyone with the letter E in their Mail Code field will not receive these mass emails This is a good way to allow people to unsubscribe from your mailings but allows you to keep their email address on file and you can still email them individually from excellerate 135 Internet Integration Be careful with mass emails Sending out mass emails h
45. suggest that it runs an analysis on your existing contributions to check for any data entry problems 107 Reporting vts conmrsaton coser O IO Change Database LC AExcellerates database mdb Aun the following tests Commentl abel O records You can run each of the tests to check for different situations which may affect your statements If problems are founa the utility can fix them or will suggest how you can fix them yourself Here is an example of a member contribution statement New Life Cell Church 1100 Germantown Rd Cordova TN 38018 Joe Adams Date 12 19 99 11212 Dogwood Ln Member ID 6 Cordova TN 38018 Contributions for 01 01 1999 12 31 1999 027 2411999 200 00 General Fund 124 027 2411999 200 00 Missions 124 02 10 1999 25 43 General Fund Check 02 03 1999 94 25 General Fund Check Total tax deductable contributions for this period 519 68 Account Sum mary General Fund 319 68 Missions 200 00 108 Reporting Contribution Batch Report The contribution batch report can be printed at any time This report lists each contribution for the batch and can be grouped and subtotaled in many different ways Contribution Batch Report Report Parameters Report Title Contribution Batch Report Batch Type 9 Open batches 5 Updated batches Filter on All batches for User ID Mi 5 Batches with designatiorr O For Batch Hs to For the Date range 01201 2011 to 12231 2011 El G
46. that this class corresponds to one of the member development steps and that when this class is completed that step can automatically be updated in the member s record The next section lists the sessions that make up this class This is only available for a traditional class not a Post Encounter School of Leaders class For example if a class has three parts to it maybe with three different topics you would enter each part in this section Members can then be assigned to a specific session or to all sessions To add edit or delete a class session use the add edit and delete buttons in the scheduled class session window Notice in the window the number of attendees This number reflects the number of members signed up for this session of the class As a member completes the session this number is decreased The bottom half of the screen lists the current attendees for this class When a member completes a session of the class they are removed from this list of current attendees and can be seen by selecting the Show Past Attendees option To add a member to aclass simply hit the add button in the attendees tab 64 Classes Attend a class E3 Member Session 1 Training Note Assign to all sessions Signed Up 07202011 Date amp Time 01 76 7999 Attended Cancel From this screen you can choose the member to add to a specific session or you could add the member to all sessions of the class by using the Ass
47. the contributions that will be entered The hash total can either be the sum of the member ID s or the Envelope numbers used during contribution entry These totals do not have to be used If you wish to designate this batch for a particular purpose or bank account etc use the Batch Designation field Entries for this field can be setup in User Picklists Next the Contribution Batch screen will appear lt gt Contribution Batch o Batch Number 7 il Current PreCalculated Difference Close Batch Date 12 29 2003 Batch Total 0 00 0 00 o Print Batch Accounting Period 200312 Update Batch Hash Total 0 0 0 MemberlD E nw Member ame Date Amount AcctDescrption Type Check Tax Description Recei 4 This screen will list each contribution entered into this batch At the top you will see the batch number date accounting period batch and hash totals if entered For both the batch and the hash totals you will see the current amount which represent the total of the contributions entered into the batch the pre calculated amount entered by the user and the difference The difference totals should be zero if the batch was entered correctly 19 Contributions Entering the contributions Entering contributions is quick and easy with the contribution entry screen To begin use the add button or hit insert Contribution Entry eae mE 28 Member Look up MemberID 7 Envelope 0 Lastname New Membe
48. the Member Counseling Meetings Report except that the member report is grouped by member and this report is grouped by counselor This is helpful for a senior pastor to review the meetings of his counselors Again this report can be modified 98 Reporting Follow up or Consolidation Report Graph The Follow up Report or Consolidation Report a G12 term is a powerful report used for following up on new visitors and converts as well as analyzing the success of your follow up ministry Follow up Report Graph T o So Report Parameters Report Tithe Follow up Report Report for 3 Al O Follow up Sponsor Report Layout Followup Report 5 Followup Graph Totals gt Consolidation Report C Followup Graph Percentages 4 Report for Members 4 Report for Pre Mernbers Show these member steps Water Baptism Christianity 101 Encounter Retreat Discipleship Group on None Page break on sort group Sort by Report in summary only Member Type blank for all Members completing step Members following up from Members with profile code Members where first visit date to Members where District one Section 4 Only show members marked as Active Follow up 4 Include members with Inactive status F Only show tagged records Print Preview Graph As you can see there are many options on this report which allow it to perform a wide range of functions from listing the follow up information for
49. their email addresses in the user id setup screen Then the user will have a choice of sending the message from their own email account or from the church email account Excellerate only allows sending emails so any replies or returned emails will have to be received by your normal email program Using EMAIL To send an email you must be in the member or pre member module Simply highlight the member you wish to email and hit the Send email to this person action in the action menu or hit Ctrl M The email screen will appear with that person s email address entered if they have one Otherwise it will be blank You can also send an email for a member within their member edit screen by hitting the Email button next to their email address 134 Internet Integration 75 New Message Lo 0 as EN Send ch Preview El de ala MS Sans Serif 10 HF B F uT E EAE Templates Help Close From Account To pam Subject Hit Preview to see what ihe email will look like To select other members to include on this email use the To or CC buttons This will bring up a screen that will allow you to type in additional email addresses choose other members or to select the current view of members Addresses can be added to the To CC or BCC list by using the appropriate buttons Email addresses in the BCC list will not be seen by the other recipients of the message When sending emails you may want to
50. them To position the fields right click on any of the flex fields They will all turn red indicating they can be moved Simply drag the field to the correct position When all of the fields are in the correct position right click one of them to save You can move several fields at the same time by shift right clicking a field Enter the number of fields to select then drag them Shift right click again and reset the count back to 1 Exporting Flex Field Data To export the data contained in flex fields you must first modify the export maps such as website map for web integration or default map for exporting to excel etc and add the flex field entries to those files You can use notepad to edit those files 145 Utilities and Preferences Preferences The preferences screen found in the Options menu allows you to customize the behavior of the program Church Information Enter your church name and address information This information will appear on Preferences zl Church Information Church Name New Lite Cell Church Address 1100 Germantown Pkwy Address City Cordova State Prowince TH Postallode 38016 Program Options Database Name L Excellerate database mdb m Group options Contribution options Word Processor C Program Files MSO ficeWinword iylb m Email options Web options Mapping Program http maps pahoo comimape_ resultado m i When starting Excellerate open to Members r Advanced
51. toolbar called Has Child This indicates whether or not the detail band has an attached child band A child band can be a band that contains fields from one of the associated tables in which case the band will repeat for every associated record for that particular member For example if the detail band was reporting member information such as name phone etc you could add a child band that could list each of the member s profile codes or member steps etc Group Bands The other use for a child band is to group To set up a grouping give the detail band a child band Then select the child band In the toolbar you will see other options to specify if this child band is the Header or Footer Choose Header and you will then see the Group Expression field appear This field tells the report what to group on If you wanted to group on MemberType you would put MemberQuery MemberType in this field You would use the same fields and expressions as you would with any data element that you could place on the report Now you can place any group heading fields in the band To add a group footer which could contain group totals select the header child band and select the Has Child option A new child band will be created To make it the footer select the band and choose the Footer option You can have several grouping levels The next group level would be created from the previous group footer band by choosing Has Child T
52. uses styles which can be modified by the user to meet the group reporting needs of your church 102 Reporting New Life Cell Church Cell Leader Report Form Cell Type Family Cell Leader Cell 1 A 1 District Brandon Ellis Cindy Abed Zone Grant S Samuel Sun Mon Tue Wed Thur Fri Sat Circle one For week ending 1 9 1999 Missionary Pray for Kevin Graves 1 14 99 1 00 00 PM Nursing Home SouthHave n Retirement Ctr Indicate any of the following below Interni Intern2 Intern3 Do not include the cell leader in totals Member Name Phone Contacted attended List new Members or Visitors mark NM or V Carruth Yaney 225 529 5120 Corona Tammy M 123 456 7890 Cox Anita 123 456 7890 Dossey Beth 225 775 5995 Dossey Mary 225 775 5995 Faust Thomas 123 456 7890 Fleming Jewell 225 554 4005 Haddox David Wayne 123 456 7890 Maggio Steven Keith 123 456 7890 Pace Walter AlSam 225 573 4271 Smith Linda 225 775 2440 Zimmerman Wilmot 123 456 7890 Zito Judy 225 557 9102 TOTALS Salvations Children Members Visitors Total Present Hop w __ Evaluations Testimonies Problems ODODODODOODODOO OODODODOODODOO NEXT WEEK MEETING INFO Day Sun Mon Tue Wed Thur Fri Sat circle one Location Another style of the cell leader report listing the member steps is useful for consolidation in the G12 model 103 Meeting Date Sun Mon Tue Wed Thur Fri Sat
53. who is following up on them Follow up sponsor list generation For large churches Excellerate can automatically generate a list of possible follow up sponsors that can be assigned to a new visitor based on certain criteria such as geographical location This is done with two SQL statements which can be customized to work the way your church operates The first SQL statement gets executed but if it does not return any potential sponsors the second SQL statement gets executed There are several default follow up methods which can be selected or custom SQL can be entered directly 149 Utilities and Preferences Division Structure tab This section will allow you to specify your choice of names for your small group divisions group interns and group supervisors Divisions refer to the method you use to organize your groups For example you may divide your area or city into Districts Zones and Sections For larger organizations it may be necessary to label the divisions as Congregation District Zone and Section for example Enter your names in the four division fields starting with Divisioni as your biggest division It is not necessary to use all of the available fields for divisions If your church has two divisions simply leave the other fields blank Members tab The Members tab allows you to rename the Member module to something else say Partners for example This will change all the screens menus etc to say
54. would like the program to remind you to run the update for meeting totals In order to be able to track your churches small group growth you will enter weekly group meeting totals into the system This usually consists of entering the number of members visitors etc for each small group You must also record that certain groups did not meet or did not turn in a meeting report The update for meeting totals option goes through your list of current active groups 13 Getting Started after you ve made any group information changes and entered your meeting totals and makes sure you ve made an entry for each group If not the update will automatically make an entry for you indicating that the group did not turn in a report You can then print a list of these groups if you need to follow up with them It is OK if some groups don t turn in a report but the system must have an entry for each group every week and the update ensures this Contribution Options Before using the contribution module you should verify several program options within Excellerate to ensure they are set according to your church operation See the section on setting up contributions in the contribution chapter of the manual Email Options Excellerate has the ability to send email messages You will need to have an SMTP outgoing mail server to take advantage of this feature See the section on setting up email in the Internet Integration chapter of this manual Web Op
55. 1 Delete FullPage with logo SS FullPage with Pledges default FullPage Web Labels Aver 5160 A T HP Cah LES b ee Print Preview Modify As you can see you can choose the date range to report on or you can generate a receipt by reporting for a specific contribution As with other member reports you can choose to exclude certain members based on the mail code If you want the member contributions reported to the whole family you would choose one of the family reporting options instead of individual members If there are certain family members that you wish to receive their statement separately from their family you can indicate that in the member s edit screen under the contribution tab If you selected the Canadian option in contribution preferences and choose the Canadian report style Excellerate will provide functionality to generate receipt numbers on your contribution statements These receipt numbers will be stored in the member s change history and once the statements have printed correctly those contributions are protected from generating a new receipt number This is done by setting the Date last contribution statements printed field in the contribution options screen Those statements can be re printed with the original receipt number by choosing the re print report style There are many data entry factors that determine the output of a contribution statement Therefore Excellerate will
56. 2 E Location Church Meeting Room Current Cell Members Member name Phone Email Attended Birthday Encounter Post Enc SOL1 SOL2 Re Enc Joe Adams 222y222 2222 www hometime org 03 01 96 O f o Peter Johnson 655 555 5555 wwwholychurchorg m Pf Po Adam Jones 111 589 7893 www holychurch org M Po Poo Jimmy Landry 222 222 2222 l M PJ Po Terry Landry 111 369 8569 Handryfhaol com M O f Zz Kieth Neal 111 254 8789 www holychurch org Iv PJ Poo List any new Members Visitors below mo JE JE JE LI Jj Jl Jl mil Ae gt fp JT Jj UT Tf JE SEO JT m mo gt E Jr JE Jj Jit JE fl JT ml Enter meeting totals below SS CJ es TE Comments Evaluations Testimonies GearUp Evaluation El submit report 4 gt E Done Internet h 122 Internet Integration Here a leader simply enters the information about the meeting checking those who attended and entering any new members or visitors as well as any comments That information is then submitted for Excellerate to import Member Visitor follow up updates To update visitors and follow up information the leader or sponsor logs into their info screen New Life Cell Church My Information Firstname Joe Address 11212 DogwoodLn Lasstname Adams Address Middle RK City Cordova HomePhone 222 222 2222 State TNO WorkPhone 222 111 1111 Zip fsm o0 CellPhon
57. 20 MemberiPromles osuna dla 21 Check for Duplicate Members sessions ais 21 Chapter 3 Getting F OUI ia as 23 ME O A on ere ee 23 A digs ntdada diame a a sean eitaniuint a aamarubinteimia aden tai ontahaniamaydeiusnaa nese 24 A O A A tev tnalatadseaetentaainaetas 25 O otecmaseh tenant aa Meu tna tele teamacuttarate a 25 A A A comabaetecietotacee 25 A WS ees POP EC E Ey O 25 A E A o 26 TAG GING SPECE SCORE n 26 SA e 27 US PAPA A qe 27 Getting Around in Edit SOON Seco aia 27 A o Ae EE aaa I Ta 27 Chapter 4 Members and Pre Members iii cat 29 Memper CUS lia a e R E ecnaaess 31 Me A a a a a Ub teemtasiaten een adeae 33 Members Associated Information Tab cccccoonnconccccnonnnncnononnnnnnnnnnncnnnnnonnnnnnnnnnnnnnnnnnnnannnnnnnnnnnnnnnnnnnnnnass 34 o tent a a a eucietathacse Uedsemach teen eles 36 Addmo Family Members casamientos points 37 Editing M mber Into Madonna lloras 37 Deleting MEMD EIS turcas rl lloras 37 Seal Ching tor MEMDElS ereere oli 37 Pre MemDe Sissroucrsa dll 38 Chapter 5 GrOU Sin cid 39 VOUS SCH tan cicle occ oadi 40 Groups Associated Information Ti ADS ist di 42 Representing Your Group Structure in Excellerate cooonccccconnnnccconnncoconcnnoconcnnnonanonconannnnononrnnonnnnnnnos 44 oo A eee eee 46 Edtina Group Ito Malote 47 Della GOUS nr toca 48 Assigning Members t GrOUDS ss ii s s 48 MOVING Group IMIGIND GN S essensen e aatoneieenetanseeade 48 Primary and Secondary Groups srt n 49
58. 996 Visitors 3 10 Wi aterB apt Phillips Jozeph 02 12 1996 Children 2 Rushing Erin 0271271996 Taylor Bob ES 02715 1999 Salvations Comments Visitors Joe brought a new couple to the group Mark and Candice Jamison phone 555 555 5098 Erin brought her sister Amy Adam and Joseph were sick Good meeting everyone participated Group Members Add Edit Delete Save Enit Done Delete There is a lot of information on the screen at first glance but we tried to put all of the functionality you need while entering group meeting totals in one screen This way you won t have to get out of one screen into another to add a group member etc Basically the screen works like this All of the groups that you are responsible for are listed in the window on the left This will be the groups in your current view so if you work with district 1 groups these will be the only ones you see here The middle window lists the current group members of the group highlighted on the left The window on the right is where you record the totals for the meeting To start entering totals you simple specify which small group week you are reporting for You can do this by typing in the dates or by using the calendar button Then you just fill in the fields for the meetings You only have to enter the date and topic one time and they will be carried over to each group meeting for you The person who led the meeting will already be set to t
59. ICRO SYSTEM DESIGN HAS MADE EVERY EFFORT TO ENSURE THE ACCURACY AND COMPREHENSIVENESS OF THE PROGRAM IN NO EVENT WILL MICRO SYSTEM DESIGN BE LIABLE FOR ANY ERRORS OR OMISSIONS IN THE PROGRAM OR ADD ON PRODUCTS TECHNICAL SUPPORT Micro System Design offers different levels of technical support as described on our website www excellerate com Support services include telephone and email support remote assistance report and view customizations and software upgrades Our support phone number is 901 754 0315 Contact us at 888 371 6878 for more information about these services COMMENTS AND SUGGESTIONS Micro System Design is committed to perfecting and improving Excellerate Send comments suggestions support questions to info excellerate com Table of Contents Chapter T Installation ii A a odias 7 System ReguUrEMEN Sir eee uavessecseneseactevetseanoneseeeevecdeebaneet 7 Astalihd Ee XCell CLANS sra E IE cien 7 Chapter 2 Getting Started aiae aa aaaea aaa ea E Eaa aa a aa a aaa aa E a aaa a Aaa aaa aa EEEa a 9 ja E a R a 9 oreating your New Databas Erina a a a a se lcemewkatch nae edeee 10 Prog aE RECOS WAON sraa a oc eta oa cepto iaa 11 New Database Preferences atinado aaa a a a a a a aa 12 Eass ne ani E E A E E TE EE TAE EA EE E lia debi 14 SEUDAN I aO e e a a a she aeata tei eae ede 15 e o 5 sanecacceeens estan ie ceeereasaed 17 TNO OC CS A teres sensnecsaeiemes dec saaeed teeesateaas 19 MemDeEr SUC BS APP A
60. If you wish to have your small groups named by the combination of divisions they represent then check the third box in this section For example if Matt is a group leader in District 1 Zone A Section 5 Group B then you may choose to name his group 1 A 5 B In this case you would check the use divisions in cell names box lf you don t want the divisions included in the group name for example names like Teen Life or Matt s group you would leave the third box unchecked What is a division Essentially division is the generic term used in Excellerate to describe the levels within your group structure such as District Zone Section or Network Generation 144 etc Some churches may include Campus or part of the city as one of their divisions If you wish to allow your members to join more than one small group check that box The next field in this section allows you to specify the day of the week that your church has designated as the beginning of the small group week This may differ depending on the specific situations of each church This option is used when displaying the pop up calendars for entering dates referring to small group weeks You can also specify how you want to default the small group member attendance You can choose to default member s attendance to Present Absent Use last week s attendance or to turn off small group attendance The Prompt for meeting updates option specifies when you
61. List Report The Organizations List Report is also a generic report for your organizations that can use several different report styles to produce the information you need The default style is a contact list of members of the organizations and their phone numbers Contribution Reports Member Contribution Statements One of the main purposes for tracking contributions is to be able to print the required Member Contribution Statements at the end of the year These statements can actually be printed at any time and can be modified because they use report styles There are several default styles including single column contributions two column contributions contributions and pledges text only versions etc 106 Reporting Person Contnbution Statements 2S Report Parameters This member only Terry Landry Report Date range 0170172003 12312003 E Co Or specific receiptt Exclude this MailCode Exclude businesses Include Nor Pledgers who gave Include Member Types blank for all Cell nly Member ctrl click multiple types Missionary District blank for all Account Report Members giving or more Report Member Farilp Each Member Report Sort Order Mame 5 digit zip Message to appear on statements Report Styles Account Summary Only New Contribution Letter Full Page Test only printer Full page with pledges Canada Full page with pledges re print Canada FullPage Use Letterhead
62. Middle R Marital Married Cancel Prefix Mr Suffix Relation Head Home 222 222 2222 Gender M Print Work 222 111 1111 Grade School Envelope 0 Mobile 222 985 6258 Birth Date 09 08 1966 Age 44 Annivers 12 01 1986 nep Pager 222 565 5555 Occupation Carpenter Mail Code iaa FAX 222 514 8956 Employer Hometime Tag C Email joe adams church com Next 4 1 j Addresses Prev Next rA f E MX Small Group Information Assigned to User Fields Comments 1 Home Mos Joe is interested in 11212 Dogwood Ln Network Men Pets Dogs starting an outreach group to Pete Maxwell The12 User2 kelp pangia maka small repairs to their houses Cordova TN 38018 Thei44 User3 Sponsor Mentor Friend Split family addresses 7 Maxwell Pete L X The1728 User4 Family Followup Profiles MemberSteps Organizations Visits Counsel Classes Groups Group Attendance Contributions Pledges Church Attendance Change History x Member Steps Date Completed Comments 01 01 1996 Completed Pre Encounter 02 01 1996 Completed Flex Fields School Started Class Fee CheckH Book Fee CheckH wk 1 E 3 4 5 6 7 8 39 10 Others Final Work Complete El A E a E PostEnc Level 1 Level 2 Level 3 v Last updated on 12 30 2003 11 08 AM by MANAGER To assign this member to a School of Leaders level 1 class select the correct class in the Current School field and then specify the Cu
63. Partners You also need to specify the singular version of the word Partner You can also specify the names for the fixed User definable fields See User Definable Fields below Groups tab The Groups tab allows you to rename the Group module to something else say Cells for example This will change all the screens menus etc to say Cells You also need to specify the singular version of the word Cell You can also specify the names for the fixed User definable fields See User Definable Fields below You can also rename the three fields for group intern types which gives your church the flexibility to have several intern types such as a group intern a worship intern possibly a youth intern The final designation is for a supervisor or an individual that acts as manager or overseer of another group This might be helpful for your children s pastor if you have children s groups Those groups may be overseen by the District and Zone pastors in one way but also by the children s pastor in another You can also specify the names for the fixed User definable fields See User Definable Fields below Classes and Organizations tab These tabs also allow you to rename the modules just like the Member and Groups tabs above as well as specifying the user definable fields User Definable Fields Although Excellerate is designed to track many aspects of your church members groups classes and organizations there may be i
64. Relation Head EMAIL www hometime org Home Address 1800 N Germantown Pkwy Cordova TN 38016 Member Followup Contacts Date Type Response Date of first visit 01 01 1996 1 01 02 1996 HomeVisit Interested Date joined 02 01 1996 How heard about Advertisement Follow up from Info card Decision type Follow up sponsor Pete Maxwell Group sponsor Pete Maxwell Comments Joe is interested in starting an outreach group to help people make small repairs to their houses Family Members Spouse Mary Adams Child Tommy Adams Child Tina Adams Head Joe Adams Profiles Computer Computer Interest Electric Electrical Interest Member Development Steps 01 01 1996 Completed Water Baptism 02 01 1996 Completed Christianity 101 03 01 1996 Completed Encounter Retreat 02 16 1999 Discipleship 201 Discovery Seminar Leadership 301 Champions Retreat Organizations 01 01 1997 Choir Tenor 08 10 1997 Intercessory Prayer AVinfo AVinfo Clasess 01 16 1999 Discipleship 101 Building Foundation Yes 01 23 1999 Discipleship 101 Pray Effectively Yes 02 16 1999 Discipleship 101 Studying the Word Yes Page 1 of 2 The Member Info Report produces a detailed member report including all associated info tabs such as family members profiles groups etc Member List Labels The Member List Labels report is a report with different styles With this report you can print a member list of names and addresses mailing labels etc This
65. Utilities menu Program Registration 11 Getting Started New Database Preferences Any time a new database is created you will immediately be taken to the New Database Preferences screen Church Information Church Name Address Addresz2 City State Province PostalCode Program Options Database Name C SExcellerate database mdb m Group options Word Processor LA Program Files MSO fice inword lh m Web options Mapping Program http maps pahoo cormimaps_ resultfade m When starting Excellerate open to Members Advanced options Cancel Help This screen allows you to define the specific attributes of your church Church Information Enter your church name and address information This information will appear on reports and other printouts from the program Database Name You can create several databases within Excellerate This is useful if you want to have a training database separate from your main database or for keeping multiple congregations separate form one another The Database Name option allows you to specify which database to automatically open when starting Excellerate Typically this would be your database mdb located in the c Excellerate folder but if you are using the network version this will be the database on your file server This is a local option that only affects this workstation Word Processor If you would like Excellerate to automatically start your word processor
66. You also have the option to remove all members from your current view e g all members in the state of Texas To do this you need to create a view of the members you want to delete Select the Remove members from the current view All Members option We suggest that you select the option to print a member list or detailed member report before proceeding to delete that view This process is irreversible so use extreme caution when selecting which group of members you want to delete When the Remove Deleted Members option is used from the Pre Member Module you have an added option of removing Pre Members whose first visit to the church is older than a certain date This allows you to remove people from the system who are no longer being followed up on or have no interest in the church The Remove Deleted Members option requires DATABASE security access to perform this action Remove Old Contributions Excellerate can store years of contribution data even after all of the reporting has been done for those years This allows you to continue to report and analyze giving history for those years Although it is convenient to have that data on hand you may be able to improve performance in the contribution module by removing those old contributions The remove old contributions option allows you to first make a copy of your current database to a backup file then to delete contributions for previous years that have already been reported This way the size
67. a particular sponsor to analyzing the overall follow up success To print a simple follow up list you can choose to report for all sponsors or for a particular sponsor In the Report as field choose Followup Report option You can further refine the report using the other report options 99 Reporting 12 29 03 1 31 22 PM New Life Cell Church Follow up Report Active Followup Members and PreMembers Page 1 Phone 222 222 2222 WorkPhone 222 111 1111 District 1 Date first visit 01 01 96 Date joined 02 01 96 1 01 02 96 Horre sit Interested Address 11212 Dogwood Ln Zone A How heard about Advertisement 2 Section 1 Follow up from Info card 3 Cordova TN 38018 Follow up sponsor Pete Maxwell 4 E Mail www horretirre org DecisionType Joe is interested in starting an outreach group to help people make small repairs to their houses Mem ber Steps Completed Classes Attended 01 01 1996 1 Water Baptism Com pleted 01 16 1999 Discipleship 101 1 Building Foundation Attended 02 01 1996 2 Christianity 101 Com pleted 01 23 1999 Discipleship 101 2 Pray Effectively Attended 03 01 1996 3 Encounter Retreat Com pleted 02 16 1999 Discipleship 101 3 Studying the Word Attended 02 16 1999 4 Discipleship 201 03 16 1999 Discipleship 101 4 Walking in Faith 6 Discovery Seminar 04 16 1999 Discipleship 101 5 Overcoming the Enemy 6 Leadership 301 05 16 1999 Discipleship 101 6 Releasing Hurts 7 Champions Retreat 02 01 1996 Christiani
68. aeeeeeesseaaeceeesaeaseceesssegseeesssaageeeessaas 74 AAA 75 SA am mene re eevee gn CMe RENE RCC ee en SO ee 76 CONDOOM ACCOUN FUNGUS e e Di 76 COMIABUIO Records Dis 77 A EE sae cet asa a ee eat ca ccc fae ate E an hate ese fies lee E aan E E 77 Entering Contributions Batch Processing cccccccsssescceeeeeeseeeeeeaeeeeeeeecseeeeeeeeseeeeeeeesaeaseeeessaaeeeeseesaeeeees 78 Tio fo ayo aS eee mre en me certo rae Me One nt a ee ee eae eee ee ee 82 Updating Balones a cdi sad suse sad chs wend Uae A sla a a a eich 82 Reverse Updating Batches iii a A A AA A A s 82 Viewing Editing Member Contributions ooonccnncccconncnncncnnnncnnnnononcnnnnnononcnnnnnnnnnrnnnnnnnnnrnnnnnnnanennnnnnnanennnoss 82 Endor Renod Process ida 83 Exporing CGONTIDUNOA Sut iii 83 Resetting Contribution TOtal Ss lia 83 Removing Old CONTIDUNON S ensen eat ect eclectic ese a 83 REMOVING OIM vt A A A Nace ese A ES Bien ea lee 84 Chapter 10 Check Scan Oi dicas 85 oening WP GReck Scandic in ic 85 FOWto Use Cheek Scan aa 86 o A A E 88 Chapter TI VIEW Suunto O 89 What Are VIEWS eccccccoioi nonn ancdesiets cacstieccebadeidcesdssouneendeecoodhssdcuedeetduacdseancdesdetasdeadteanecvdeehdcesehseuncenutacatsheseeaeos 89 SEISCtING VIEWS cccccccccsseecececeeeeeeeeecsaeseceeeeseaseeeeeeseseeeeeeaeaeeeeessaeaseeeesseaaeeeeesseaaeceeessaaseceesssegeeeesesaegeeeeseaas 90 Creating a New VIGW cccccccccssseeccceceeeeececccseueceeceseueeeeesaeaeeeeeessaaseeee
69. an track how they heard about the church dates of first visit or joined and up to four contact attempts and their responses All of the picklist values for these items are user definable in the Options menu The Profiles tab is used to track various attributes about a person such as interests or hobbies You can enter any and as many profile codes as you wish as long as they have been set up in the member profiles list under the options menu Member Profile 5 a Member Adams Joe A Profile Computer Cancel 34 Members and Pre Members With member profiles you can search for members with a specific interest when a need arises in that area This may include everything from locating volunteers willing to sew costumes to identifying people interested in bicycling that could assist in planting a special interest small group The Member Steps tab allows you to track a member s progress through your churches member development process These steps are defined in the Options menu Member Steps To add a new step to this member use the button Member Step e Member Adams Joe A Step Leadership 301 Date 01 26 2010 4 Completed Hotes Lancel From this screen you can select a specific step to add to the member or you can choose Pre load Auto Steps This option will automatically load all of the member steps that have been designated as Auto Steps This way when you pull up a member
70. ant to be uploaded to your web site Now your web site is ready for web integration By default the following URLs will run the scripts Of course replace WWW MYCHURCH COM with your web site and cgi bin will be the name of your CGI directory www mychurch com cgi bin exinfo pl logs into a leader s info screen www mychurch com cgi bin exform p logs into weekly group meeting entry www mychurch com cgi bin exclsrch pl finds and lists small groups You will probably want to add a link to your web site that takes your users to these functions so they don t have to type in the URLs themselves Using Web Integration Now that the site has been setup you can begin using Excellerate s web integration features 121 Internet Integration Cell Leader Meeting Reports To enter weekly group meeting reports the group leader first logs into his group cell leader login leader group name Adams Joe Men 1 1 1 Tuesday 7 00PM password The default password for leaders logging in is the last four digits of their phone number For group leaders this is actually the last four digits of the phone number in the Primary meeting phone field in the group record You can change the password field by modifying the scripts Once logged in their weekly meeting report form will appear New Life Cell Church Cell leader online report form mida Day of week Monday PO Frequency Weekly Pete Mawel Cell Type Leaders 1
71. aptism 01 01 2005 Completed Christianity 101 02 01 2005 Completed Encounter Retreat 03 01 2005 Completed Interested in ministry Discipleship 201 02 16 2005 Completed Discovery Seminar Leadership 301 Champions Retreat Last updated on 01 13 2003 10 20 AM by MANAGER Most of the fields in the member screen are self explanatory but we will highlight the fields with special meaning or that are not apparent Member ID A member s ID number is automatically assigned when the member is entered into the system This number is unique to this member and is used to link all other related information to the member Lastname The Last name field can be used for a member s last name or a business name Prefix The Prefix has a user definable picklist that can be modified in program options For business choose Bus Relation Specify Head if this member is the head of the household otherwise choose Spouse Child or leave blank This field is also used to determine how to address mailing labels when using the Mr amp Mrs option Change Family The Change Family button allows you to assign the member to a family For new members of a new family do not choose a family and the system will create the family for you Then 31 Members and Pre Members subsequent members can be assigned to the new family If a member needs to be removed from a family this button can do that as well Status The status field specifi
72. as become problematic with the increase of spam issues and new laws governing the use of mass email You need to make sure you follow the guidelines laid out in resources such as the CAN SPAM compliance guide If you are going to be sending a lot of mass emails regularly you may want to think about using a third party email delivery service This can improve your email deliverability as well as protect your main church email address from being black listed Emailing Images In the past sending images in emails had some drawbacks The main one being images can often be very big in size up to several megabytes which can put a strain on sending receiving emails The solution to that problem is to store the image on some other web server out on the internet and just include a link in the HTML of the email That s exactly what the Image button does for you in Excellerate When you hit the image button the following screen appears asking you for the image URL if the image already exists out on the internet or you can use the Browse button to upload your image to your web server that was already configured in Excellerate s FTP settings in web integration setup Email Image Email images can be images already on the web or if pony specify an image from your computer it will be uploaded to your website before the email i sent Image UAL Athos aay website com image or local file name Browse Optional link address when Image ts click
73. atabase password Excellerate makes a temporary copy of the database so be sure you have enough disk space available to hold the temporary file Also no other users can be using Excellerate when you change the password Remove Members When you delete a member in Excellerate the member record is still in the system and can be viewed by viewing the Deleted Inactive members This is so that history can be kept on these members and so that you can recover the member if you deleted them by mistake To permanently remove deleted members you use the Remove Deleted Members option in the Utility menu This option can not be recovered from unless you have a backup so use caution Remove Deleted Members E3 This option will PERMANENTLY remove members from the system Remove all deleted members Remove current member only Remove members from the current view All Members Active Mew Deleted Member List Report Mew Deleted Member Details Report Current 0 Members to delete DELETE Cancel Help When using this option you have the choice to remove all deleted members or if the current member you were viewing has a Deleted status you have the choice of removing that one member This option 139 Utilities and Preferences permanently removes the members so you also have the option of printing out the records before removing them You have the choice of printing a detailed report a list or no report at all
74. atement Any expression containing a parameter must be enclosed in parentheses and must have spaces around the operator for example SELECT DISTINCTROW Members FROM Members INNER JOIN MemberSteps ON Members MemberlD MemberSteps MemberlD WHERE MemberSteps Step P1 ORDER BY Members Lastname Remember Excellerate uses the Microsoft Access Jet Engine to process the SQL for the views so a knowledge of Microsoft Access SQL will be helpful 93 Views 94 Reporting Chapter 12 Reporting Reports and Views All reports are found under the Reports menu option Only the reports for the current module will be enabled For example if you are in the Member module the groups and other reports will be disabled So make sure you go to the groups module for group reports and the same with classes and organizations Excellerate uses a combination of views and reports to produce the wide variety of reporting for a church Many of the reports are based on the current view you have selected For example the Members list and labels report can be used for group leaders visitors pastors etc Likewise for a particular view you could print a list mailing labels or mail merge with your word processor This approach will provide many possible combinations of reporting For example the Member Info Report first asks you if you want to report for the current member or the current view Member Report E ES Report Parameters Report Ti
75. be the only file you need to backup but if you have created or modified your own reports then those files should be included up as well Reports are those files ending in QR Technical Support Micro System Design offers different levels of technical support as described on our website www excellerate com Support services include telephone and email support remote assistance report and view customizations and software upgrades Our support phone number is 901 754 0315 Contact us at 888 371 6878 for more information about these services 166
76. canner is placed into its cradle and the data is read into Excellerate Synchronize Check in Stations When using Excellerate Check In stations in offline mode you will need to sync the attendance stored on the USB keys of those stations with the main Excellerate database The Synchronize Check in Stations feature allows you to import that attendance data then allows you to export the newest member information back to the USB key NOTE Make sure the Path for attendance files matches the path to the USB key you inserted The drive letter for USB keys can change depending on what other devices are connected to your computer so it s a good idea to check the drive letter before you sync You can open up My Computer from your start menu and look for the USB drive and make sure that drive letter matches the one in the Synchronize Check in Stations screen To synchronize the databases after a service connect the USB drives to an Excellerate computer Go to Utilities Synchronize Check In Stations Synchronize Check in Stations To sycnhronize offline check in stations this utility imports new attendance files from those stations After importing attendance you can create a new offline database for the stations Files can be transfered using a portable USB thumb drwe network etc Path for attendance files and offline database E Allow Check Out Import offline attendance files Export latest information for of
77. choices are defined in the picklists menu option There is one type of group that is handled differently than other groups If a group has the type Control then this group is excluded from group meeting totals entry and reporting A Control group is a group that is used to identify a leadership position in the small group hierarchy such as the District 1 Zone A Leader We create a group with the name 1 A and assign the District 1 Zone A leader as the leader of this group In a traditional group structure such as the 5 X 5 structure the 1 A Leader may be a full time staff member and not a group leader In this case the group 1 A would not have any members and would not have any meetings but it would have groups under it in the group hierarchy Therefore we set the group type to Control so that it is not included in group meeting total functions The Control group type and overall group hierarchy is discussed further in the section on Adding Groups Started The date that the group was started When multiplying groups Excellerate will enter this value for you To Multiply The target date for this group to multiply You can then report on this field to list all groups targeted to multiply next month etc Meets on The day and time when the group meets Frequency How often the group meets Most groups will meet weekly but you may have some groups that meet daily monthly or periodically Group Description This
78. cify the format of the export table as either text or Access When exporting you can choose a map file to use to map Excellerate fields to other names or to exclude fields Excellerate comes with a map file for exporting your members to Microsoft Outlook then even to your hand held computer or PDA To export contributions see that section in the chapter on contributions Importing Church Attendance with Barcodes Note this feature was added before the Excellerate Check In System was available We recommend using Excellerate Check In for real time church attendance tracking and security The following is included for any customers still using the old method of barcode attendance tracking Tracking church attendance for a large number of people can be difficult and time consuming One way to speed up that process is to use barcodes and scanners Excellerate can print barcodes for your members in many formats including cards nametags lists etc Then you can simply scan their barcode to track their attendance This can be used for tracking any type of church service most commonly Children s Church Excellerate s church attendance system can track the service date time in and time out Or you can just record their attendance without times Excellerate currently supports the CS1504 and CS2000 handheld scanners from Symbol Technologies These are portable scanners that can read several hundred scans at once Then the scanner is placed
79. cking and reporting of all income received from your church members The contribution totals can then be exported periodically to your financial system for further analysis This approach offers a good clean separation of data because Excellerate is your complete member information database and your financial system can handle the other accounting needs of your church without you having to update member information in two systems 2 Excellerate 4 0 beta 7 CAExce MEME File Edit View Reports Contributions Options Utilities Help a p Po e excellerate _ A gt a PreMembers Members Groups Classes Organizations Contributions Web mu a XD pa mp Add new batch aree E Edit this batch Er an pae ESC pean E i eee 2 Update contribution batch T4 12 29 2003 0 00 MANAGER 200312 E h Contribution graph 5 10 14 1999 849 20 0 MANAGER 199910 218 50 4 02 24 1999 959 00 0 Updated MANAGER 199910 588 00 Man 3 02 17 1999 909 61 0 Updated MANAGER 199910 2 02 10 1999 825 84 0 Updated MANAGER 199910 E 1 02 03 1999 459 49 0 Updated MANAGER 199910 4 LJ i Accounts x General Fund 0 00 0 00 0 00 0 00 MISS Missions 0 00 0 00 0 00 0 00 3 4 anal r New Life Cell Church Actives 28 Records 13 Contributions Contribution Settings Before using the contribution module go to the Options menu Preferences Contribution options to verify these various contributions settings Contribution Program Options Cex
80. d Location Main Field FF_ Format Default Value Default value can hold any static text or it can hold any expression that can be used in the report designer So you can automatically enter the current MembelD by setting the default to Member able MemberlD ou can even do something like F Curenth odule Members Member able MenmberlD 0 Button Command Button commands can be one of the following SHOW message or Show expression EXSECUTE flename or EXECUTE expression EMAIL email able report name or EMAIL expression Rename Fields ou can rename extesiting held titles by entering OldTitle NewT ithe inthe Title Field When renaming tithes leave the Field Type blank Cancel Module Table specifies which module or which table to add the field to You can choose members groups classes organizations or a new table that should be created for a flex tab Tab order allows you to specify the order in which you tab through your fields Enter 1 for the first field 2 for the second etc You may leave this field blank For the name of the field all flex fields must start with FF_ so if you may have a field like FF_SchoolName The type of field may be Text Number Date Currency Yes No Memo or Button For Text fields you will also need to specify the length 1 255 for the field For Button field you specify the button command in the Default Value field If the field will need a picklist choo
81. d in the member s change history Once the statements have printed correctly those contributions are protected from generating a new receipt number but those statements can be re printed with the Original receipt number by choosing the re print report style Date last contribution statements printed updated When the Canadian option is selected this field records the date of the last contribution statements that were printed Excellerate will then prevent generating new receipt numbers for these same contributions You can reprint those statements by using a re print report style This style will use the same receipt number that printed on the original statements Basically Excellerate will prevent the use of a report style that generates a new receipt number for contributions earlier than this date IRS Message to appear on Member Contribution Statements This allows you to enter the required IRS message that should appear on the Member Contribution Statements Your message to appear on Member Contribution Statements This allows you to enter your own message on the statements Contribution Security There are two ways Excellerate secures your contribution information First you can grant different levels of access to individual users by setting their User Access codes in the User IDs setup screen Options 19 Contributions menu UserlDs To prevent any access to financial information leave the financial field blank To
82. d is only for your information and not used in any calculations Entering Contributions Batch Processing Excellerate processes your contributions in batches using a streamlined contribution entry system You simply create a batch enter all of the contributions for that week or month or whatever period you desire Then print the batch report and update When you update the batch all of the entered contributions are posted to the members Create a new batch To create a new batch go to the contribution module by using the contribution button or by hitting F10 The top portion lists all of the batches that were entered To add a new batch click in the batch list screen then hit the add button 78 Contributions Mew Batch E3 Batch Date IMATE Accounting 299312 Period Batch Total Hash Total The Batch and Hash totals are pre calculated totals used to ensure that the contributions are entered correctly Mot required Batch Designation Mone Cancel Help Enter the date for this batch and verify that the displayed accounting period is correct You may change the accounting period for the batch if necessary You also have the option of entering your pre calculated batch or hash totals for the program to use to compare against running totals generated during the contribution entry process These totals will help ensure that there were no data entry errors made The batch total is simply the sum of all of
83. d on a view allows you to use the church attendance feature for more than just Sunday service For example if you wanted to use it to track children s church you would first select a view of all of the children then hit the Church Attendance button This way you only see the children while you are marking attendance This screen also allows you to record the time in and out if desired For a Sunday morning service you can set the default time in and out to the service time and those times will be recorded for each member If you set one of the default times to Current Time the program will use the current time to record their attendance This again would be useful for checking children in and out There are several ways of marking a person attended Double click or press enter in the Attended column will set their attendance and their in and out times Double click or press enter in either of the time columns will set their attendance and only that particular time in or out Use the All or None buttons to mark all members present or none of the members Notice you can also double click a member s name to jump to their edit screen As you mark member s church attendance the record of their attendance appears in their member edit screen in the Church Attendance associated information tab 71 Church Attendance If you are interested in tracking counts of members visitors and other attendance numbers we recommend creating a grou
84. dams Tina 4 You can jump to a group member s screen by double clicking their name 42 Groups To add new members to this group simply hit the add button while viewing the group members tab To delete a group member you could use the delete button or you could move the member out of this group By moving members you can give a reason for the move To move a group member highlight that member and hit the Member Moves button in the group edit screen Group Member Move e Member Landry Terry F Moving FROM group 1 4 1 4 Moving TO group Date of move 024192011 Reason for move 4 Make this their Primary group Cancel Hep From this screen simply choose the new group to move the member to and the reason for the move If the group member is not moving to a new group then leave the TO group blank The Activities tab allows you to assign different activities to a group These may be things like community outreach or prayer for a missionary Group Activity cox Acchivity Object Date Time Leader Other Info Cancel When you set a date for these activities you can automatically be reminded of them on the Group Leader Report forms that get printed each week This form will show any activities that are coming up in the current month 43 Groups The Member History tab simply lists former members that have moved out of this group and why The Group Meetings tab shows the group m
85. double click that small group link which will take you directly to that group s screen of information along with all of its associated views These work much like a web page with links to related information Remember Any information that is underlined blue can be double clicked to jump to that edit screen 28 Members and Pre Members Chapter 4 Members and Pre Members The Member and Pre Member modules all use the same information screens with a few differences Members are of course the members of your church They are also any individual or business that you wish to track contributions for Members would also include anyone you wish to track through small groups member steps classes and organizations Your small groups may consist of a few members from other churches These people would still be entered into the member module and designated as OtherChurch in their member type field Pre Members are the people you are interested in following up with or mailing out marketing information to These may be first time church visitors or an area of your city that you may be targeting Pre Members contain all of the same information fields as a member because at some point you are hoping to move a pre member to the member module The main difference between pre members and members is that pre members can not join small groups classes organizations or use other associated information tabs They can have family members and follow
86. e Moving Tagged Records to an Organization Sometimes it s handy to tag various people and then decide it would be good to put them all in an organization You can do that by choosing the view called Tagged Records Move To Organization This will put all of the tagged records into whatever organization you choose 70 Church Attendance Chapter 8 Church Attendance Excellerate includes the ability to track church attendance Similar to group attendance tracking you can now record individual member s church attendance This can be used to track any number of different types of services including children s church Entering church attendance is slightly different than entering group attendance because you have all of the members to choose from not just those who belong to a group The Member Module now has a special screen for entering church attendance This screen lists all of the members in your view and allows you to check them off if they have attended Church Attendance Entry To leas Type Celebration Date 0741722011 Default Time ln 8 30 AM Out 10 00 AM Attended Timeln TimeOut MembelD Lastname i Middlename Frefis Yes 08 30 10 00 E Adams Hr 3 Adams hres 3 Adams 4 Adams 7 Johnson a Jones 4 Landry 11 Landry 10 Landry Manwel 1 Mawel 15 Neal 14 Neal R h A F L F F F L M L R A r Change View All Members The ability to enter attendance base
87. e 01 01 1997 Tenor 222 222 2222 222111 1111 01 01 1996 Soprano 222 222 2222 02 01 1997 Alto 111 589 7893 111 236 5897 01 01 1996 Soprano 222 222 2222 111 256 9874 03 01 1996 Worship Leader 111 587 9874 111 555 4898 04 01 1997 Soprano 222 222 2222 02 02 1997 Tenor 111 379 8458 111 356 9874 03 01 1997 Bass 111 587 4598 111 555 4878 Last updated on 02 15 1999 10 05 PM by MANAGER In the organization screen you can specify the type of organization by using the picklist configurable from the picklists options menu You can also specify other information such as leader meeting times and up to five user fields which you setup in the program preferences screen Just as with groups the Status field allows you to mark organizations that are inactive but you still want to keep them around for their history Inactive groups can be excluded from your default view so you only see the active ones The only associated information tab in the organization screen is the organization s members This tab lists the members that belong the organization the date they joined and a position if applicable Members can be added by using the add button deleted with the delete button and edited with the edit button You can jump directly to a member by double clicking their name in the member organization information tab You can also jump to this screen from a member s organizations tab by double clicking the organization nam
88. e 22 21905 6250 Email www hometime org Update record Goto My Follow ups Goto My Cell Group From this screen the leader can update any if his own contact information or go to his Follow ups or his group After pressing the Goto My follow ups button the following screen appears New Life Cell Church My Follow ups Current Follow ups Address Phone Update Joe Adams 1800 N Germantown Pkwy Cordova TN 38016 222 222 2227 Update Follow up Active Inactive Address1 1 HomeVisit Interested v Type v Firstname Address2 2 HomeVisit Interested y Relation Head Lastname City 3 HomeVisit Interested y Married Married HomePhone State 4 HomeVisit Interested v Jea WorkPhone Zip Decision CellPhone Email Add NEW Foll New ollow up Comments Goto My Information Goto My Group From here the leader can update any of his follow ups information or enter a new visitor they are following up on When updates are submitted from the web the user will see a message that the information has been submitted and will be updated during the next web update Basically this means that they wont see the changes reflected until you retrieve the updates from the web and process them This can be done as often as you wish daily weekly etc 123 Internet Integration Search List groups Visitors to your web site will be able to search list groups based on zip code or description of the group For zip cod
89. e CGI directory you will need to modify EXFORM PL and EXSUBMIT PL to reflect the new directory name See the section below on Modifying the scripts for a different data directory Store data files TXT on web server with different extension This option allows renaming the data files on the web server with a different extension This is useful for increased security of your data files You can rename your data files with PL perl extension which will prevent listing these files from the web If you change this extension you will need to modify the scripts to use the new filenames A simple built in FTP utility is available in the FTP Utility tab This utility will allow you to list files and directories of your web site as well as upload download other files There is a Command button so if you know the names of the FTP commands you can quickly enter them here Also included on this page is a button that will upload your database or other files to Excellerate support if you need help with your data Now that the directories have been setup and scripts modified if needed you can use the Install buttons to install the scripts and support files on your web site The Install server scripts on web site button will install the perl scripts to the cgi directory on your site The Install HTML templates on web site button will install the supporting template files to the data directory on your site First choose which templates to
90. e a picture just hit Delete 159 G12 Specifics Member pictures are not stored in the database This would increase the size of the database to an unmanageable size Therefore the pictures are stored in a directory having the same name and location as your database with the word Pictures appended to the end of it This is would usually be called C Excellerate Database_ Pictures unless you installed your database in a different directory on a network or used a different name other than Database for your database The pictures are named the same as the member number they identify So member with Member ID 100 could have a picture stored in the pictures directory called 100 BMP or 100 PCX etc Family pictures are stored as FAMILY FamilylD so Family with ID 75 could have a picture called FAMILY75 JPG Excellerate can read the following formats PCX BMP TIFF and JPEG file formats For TIFF and JPEG use the following file extensions TIF or JPG When acquiring member images with a scanner or digital camera save them in Excellerate s pictures directory Report Styles Report styles allow you to choose different styles or layouts for a report For example a Member list report could look like a mailing list or a contact list or even labels To create a new report style choose the new button on a report screen that uses styles You see the report editor screen with a default or blank report style i 2 Report Editor C
91. e for you when pre members or members are added to the system The program can also automatically assign those members to a specific division not a specific small group based on their zip code This may for example prove helpful in assigning people to follow up with first time visitors to a church service The visitor s zip code would automatically put them into a division and someone from that division could maintain contact with them Although they may not remain in that division upon becoming members they have a point of contact from the church that is specific to their area Simply hit the Add Code button to enter a new zip code and the corresponding divisions You may also add zip codes as you use the program during member entry 19 Getting Started Member Steps Member Steps are accessed from the Options menu List of Member Steps A 3 a Order Sutoload Christianity 101 a Tie Add step Encounter Retreat 3 True Discipleship 201 4 True Discover Seminar 5 True Leadership 301 E True Delete Step _ Champions Retreat 7 True Assign all auto steps to each member Lancel Help The Member Steps option allows you to enter the Steps or Levels a member may go through in their spiritual development process These are milestones in a member s development so a class may be a step even though there is another module for entering more details on each class Whether
92. e found groups in a table one row ata time The second template lists each group in a paragraph format To use one of these styles copy it to the default name of exclsrch htm before uploading your scripts to the web site f Cell Name Leader Moets seo ets A soe me Frequency gil ahd Description Phone Address This cellis made up of mostly young marned couples with Joe 222 222 150 West small chidren Childcare is provided by our KidsLife Sale Adams Enga o Naa 2222 Addison workers and sometimes a parent will volunteer to help with the kids uara ima Tuesday 7 00PM Weekly o 100 West Blvd Adams Modifying the My Information and My Follow ups HTML templates EXMYINFO HTM EXFOLLOW HTM The EXINFO PL script is used to generate the forms for My Information as well as My Follow ups To modify the look of these forms including adding or removing other data fields you need to edit EXMYINFO HTM and EXFOLLOW HTM Data fields for these pages come from the exmembrs txt data file so any fields referenced must match the fieldnames in that file If you have added your own flex fields the Excellerate you may need to modify the website map file to include those fields This file tells Excellerate which fields to export to the web Some example field names are Mem Firstname Adr Addr1 For exfollow htm follow up information must be wrapped in comment tags like lt
93. e is divided in half The top half contains all of the general information about the member and the bottom half contains the associated information tabs gt Memberintormaton LL a a Status Personal Details Member ID 6 Family ID 19 Adams Joe Change Family Flex Fields Active gt Inactive Firstname Joe Member Type Member Deleted Lastname Adams Pastor Type Save Middle R Marital Married f Cancel Prefix Mr w Suffix Relation Head vr Home 222 222 2222 Gender M Print Call Numbercurity Number Work 222 111 1111 Grade School Envelope 0 Help Mobile 222 985 6258 Birth Date 09 08 1966 Age Annivers 12 01 1986 l 7 Medical Other conditions Pager 222 565 5555 Occupation Carpenter Mail Code A 222 514 8956 Employer Hometime Tag Lookup ID Next www hometime org Addresses Prev Next Ki J X Small Group Information Assigned to User Fields Comments 1 Home E Joe is interested in starting 1800 N Germantown Pkwy oe District 1 Pets Dogs an outreach group to help inaAdams A T people make small repairs Tina Adams one Cordova TN to their houses 38016 Section 1 User3 Sponsor Mentor Friend Split family addresses Maxwell Pete L hd User4 Family Followup Profiles MemberSteps Organizations Visits Counsel Classes Groups Group Attendance Contributions Pledges Church Attendance Change History Member Steps Date Completed Comments Water B
94. e or section group and does not have any members it s type field should be set to Control so it will not ask for meeting totals or show up on weekly reports Also assign the group leader by choosing a member from the picklist Again if this is a district 1 group the leader would be the district 1 pastor and so on Next assign the group s Organizational Parent field by picking the parent from the drop down picklist This parent may be a district zone or section group or in a G12 structure it may be any group that this leader belongs to Now you will add the members of the group This is done by simply clicking the add button in the group member associated information tab and picking the member from the picklist You can also enter any activities that this group is involved with Editing Group Information To edit a group record simply double click it press enter or use the edit button Once you ve made your changes save them with the save button or cancel your changes with the cancel button 47 Groups Deleting Groups There are two methods of deleting groups If the group was entered by mistake or you do not wish to keep any history of the group and wish to delete it use the X delete button from the group browse This will remove the group from the database If you wish to delete the group but want to keep history on it or it is really only going to be inactive for a period of time before re activating it
95. e searching the zip code for the group needs to be entered somewhere in the Primary meeting address field for the groups You may modify the script to search on a different field if needed To list all groups leave the search criteria blank Here is an example list Men s Prayer Breakfast Facilitator Joe Adams Infoermall corn 901 422 4444 Tuesdays 6 30 AM Church Administrative Office 100 Worth Street in Cordova Tis Mens Prayer Gell Group wil meet in the Cordova area every Tuesday morning at the church office Por more information emai ntorbthelfechurch Com Childcare Mo childcare provided Requirements None Women s Book Study Facilitator Tina Adams tinaeemail com 901 333 4444 Thursdays e 7 9 PM 123 Main St in Cordova JOIN us 35 We discuss Battlefield of the Mind Sy Joyce Meer Childcare Mo childcare provided Requirements Participants will need a copy of Battvefeld of the Mind by Joyce Meyers 124 Internet Integration Web Reports Excellerate has the ability to allow reporting on your web site from just about any Excellerate data This is done using a two step process Web Reports El Report Description Web Reports are used to export data to pour website to be used in generating online reports These reports ONLY DEFINE THE DATA not the layout for the online reports The layout is defined by online HTML template files Each data field must have the actual feldname as the heading Report Styles ee
96. e the following browse screen 2 Excellerate 4 0 beta 7 samp j File Edit View Reports Contributions Options Utilities Help i aee e e excellerate am gt S a PreMembers Members Groups Classes Organizations Contributions Web Actions Groups All Groups gt El E Pe LA ada no TET 5 Edit this group i i F P po X ets EEE ae Pastor s Ce Pete Maxwe Leaders 12 12 Monday pee ES Group tree 1 A Sunday Service Pete Maxwell Control 0 Sunday 10 30AP e Sni Group growth graph 2 A 1 District Kieth Neal Control 0 pe i E Enter group totals SIA 1 A Peter Johnson Control 0 9 00AM 31 Manage views i Show Hide Pictures 8A 1 A 1 Joe Adams Control 0 9A 1 A 1 A Tina Adams Family 6 Tuesday 7 00PM Views 10A 1 A 1 B Terry Landry Youth 2 Thursday 6 30 e All Cells 11 A 1 A 1 C Joe Adams Family 5 Friday 8 00PM a EN 14A 1 A 1 D Mike Williams Homogenec 3 Varies e Cells for a District i e Cells for a District Zone 6 A 1 B Adam Jones Control 0 e Cells in District X with less than 7 A 1 C Joseph Phillips Control 0 pa aes 3 e Cells in District X with more tha 4A 2 District Erin Rushing Control 0 e Cells of Type e Cells with Activity 12 A 3 District Bob Taylor Control 0 Control Cells e Control Groups Groups for a District Groups for a District Zone e Groups in District X with less thi e Groups in District X with more t Groups of Type Groups with Activity e
97. e to run if you have a lot of pictures but it can run in the background allowing you to continue working Flex Fields Flex Tabs Note Flex Fields and Flex Tabs can be an advanced concept and you probably should contact tech support if you don t feel comfortable modifying your database structure Flex Fields are user definable fields that can actually be added to the Excellerate database These fields can be added to the member group class or organization edit screens and positioned by simply dragging them into place These fields are great for information that you want to keep track of that doesn t quite fit into the existing fields You can also designate whether your new fields use picklists or not Since these fields are added to the database they can also be used in views reports and even exported to your website for use with Excellerate s internet integration Your flex field definitions can be imported and exported so that you can add new groups of fields that may be offered by our support staff or even other churches Flex Tabs are new tabs that can be added at the bottom of the Member Group Class or Organization edit screens This allows you to create a whole new area for tracking information specific to your church A tab could be created for individual fields such as maybe a check list of requirements for a joining a certain leadership program or maybe a set of fields for tracking payments for a camp etc A tab can also be
98. ed http w website com etc Http Cancel Website FTP settings If you choose a local image on your computer Excellerate will upload that file to your web server and place the link in your email If you hit preview you will see the what the email will look like when it s received and you should see the actual image You also have the option of specifying a web link for the image so when the recipient clicks on the image they will be taken to that web address Emailing web links To place a clean web link in your email use the Link button This will allow you to specify the clean text for the link along with the actual link address This could be an http link or mailto link Email Templates Email templates use HTML to create rich looking emails usually containing graphics To send graphics in an email those images need to be stored on a web server for the email to reference Excellerate can automatically upload these images to your website that was already configured in the FTP settings in web integration setup 136 Internet Integration Excellerate comes with a few simple templates as examples but you will really want to create your own templates See Email Templates in the advanced section of the manual When you hit the template button you can choose your template one of which is Insert your own HTML This one allows you to paste in your own html that you want to use for this
99. ed Members Member Information Form Picklists ZipCode Adding Standard to report name adds it to the report menu Print Preview Help Custom reports can be created when there are not any other similar reports in the different modules For example if you want to create some sort of list of people it would be better to modify one of the Member report styles rather than creating a custom report Always check to see if you could modify an existing or create a new report style before deciding on building a custom report 111 Reporting The Follow up Email custom report is an example of how a custom report can report on a wider range of information In this example it is reporting on both members and pre members combined and then emailing the information to follow up sponsors ES Zoom ojs a m 4 Page n 4 njee 5 a bel Email Clase EMATLTO joe adamsachurch com Please follow up on the following individual Adam West Home Ph 111 222 d444 100 Cordova Drive Work Fh 111 222 3222 e mail adamlires t com Cordova TH 36015 Marital status Married Gender Date name was received Of 02 95 Name came from Info card Pesponded for Comment s Contacts Tate Type Action Taken Response 1 02 03 99 Phone Interested z 3 4 4 Page of 4 112 Reporting If we hit the Modify button we can see the layout of the report 2 Report Editor C Excellerate UR_Followup Email
100. ed your userid and password Your web server must support CGI scripting using PERL 5 004 or later Setting up Web Integration Setting up web integration basically involves two steps Entering your web server information Uploading Excellerate s perl scripts and support files To setup web integration use the Web Integration screen in the utilities menu option or from the preferences screen Start by entering the following information about your web site and how you access it in the Web Host Settings Tab Send Retieve Web Updates Web Host Settings Web Server Configuration Graphic Emails FTF Utility Website s FTP Hostname or IP address or path it hosted locally Port or Lan 21 LAN if hosted locally 21 for FTP Use Proxy Server Use Passive FTP Mode Username Server time out secs Proxy Server Password aU Proxy Port 119 Internet Integration Web site s FTP Hostname or IP address or path if hosted locally This is your web site s FTP hostname or IP address It will look something like FTP UYCHURCH COM If the host is local to your network you can specify the path such as servername website Port This is the FTP port and is almost always 21 for remote servers or use LAN if hosted locally Username Password This is the user name and password assigned to you for logg
101. een completed It is important to update this field because Excellerate uses this information in determining which students to show in the Attendees tab Also in the main list of classes completed classes will be sorted toward the bottom of the list When this field is checked it can update all of the current student records as completed as well Again the Associated Member Step field tells Excellerate that this class corresponds to one of the member development steps and that when this class is completed that step can automatically be updated in the member s record The Scheduled Class Sessions window is disabled for these types of classes since they are fixed at 10 sessions 65 Classes The starting and ending enrollment is useful for determining the retention rate of these classes The starting enrolment must be entered manually but when the class is completed it can automatically record the ending enrollment Adding members to a Post Encounter School of Leaders class must be done from the member screen in the Member Steps tab From the member screen you can see a complete picture of the person s class history and requirements before assigning them to a new class ber on e O l M n ccc x ue Member Information AS TA AA h Status Personal Details Member ID 6 Family ID 19 Adams Joe Change Family Flex Fields lt gt Active Inactive Firstname Joe Member Type Member Deleted Lastname Adams Pastor Type Save
102. een entered Even if you are not recording group meeting histor run the update every week to record historical group information and to have the ability to report the growth of the number of groups over tme Last update ran for pernod beginning 0271571999 Updating cell Update with NO MEETING instead of No Report Reason k al The update asks you what week you want to run it for This will be the same week that you ve just finished entering group meeting totals for It is possible to run the update for a previous week but remember it will look at your current list of groups to determine if there was a missing group report So if you have added new groups since the week you are trying to run this for it will record NoRep entries for those new groups They can be deleted in the group edit screen if necessary There is no harm in running the update more than once for the same period Even if you decide not to enter meeting totals you should run the update weekly This way it will record the number of groups you had that week and will allow you to graph your group growth even if you can t graph member visitor and other meeting totals You probably don t want to run the group meeting update before you ve made all of your group meeting totals entries This would cause every group to show NoRep when you go to enter your totals This will not cause any problems but it may be confusing to the users For this reason and
103. eeting totals that were entered for this group You can see from this information how the group is growing You can edit these entries by highlighting the entry and using the edit button for the tab The edit screen for group meeting totals is a shorter version of the Mass Group Meeting Totals Entry screen accessible from the group browse You would use the Mass Group Meeting Totals Entry screen on a weekly basis for entering all of your group totals but this tab allows you to easily see and maintain the meeting totals for a particular group The Group History tab shows change history to the fields that are designated as history fields This list of history fields can be modified in the Utilities Maintenance menu The Group Attendance tab shows individual group member s attendance history Member s attendance can be modified here by double clicking the Attended column Again on a weekly basis you would use the Mass Group Meeting Totals Entry screen for recording attendance for all of your groups but this tab shows the attendance for one particular group Representing Your Group Structure in Excellerate Many different small group models exist around the world Excellerate was designed so that it could represent any of them by using a flexible naming scheme and by allowing you to place groups under other groups to create a group structure that resembles a typical organizational chart Two common group models will be described below to demonstra
104. eferences 41 Groups Organizational Birth parent The parent groups are the key to how the group hierarchy is visually represented in Excellerate By assigning a parent to a new group you have connected the new group to the group hierarchy See the section below on representing your group structure in Excellerate for more information on parent fields Generation The generation fields show what generation the group is in relation to the associated parent field whether it be Organizational or Birth parent The generation is automatically calculated any time a parent field is changed User fields Use these fields to track other group information you church may be interested in These field names can be set up in program preferences Flex Fields The Flex Fields section holds new fields that you can create yourself These fields are much more flexible than user fields and can hold many different types of information such as check boxes numbers text etc You can actually re arrange the positions of these fields by right clicking them and dragging them into place These fields can also be used in views and reports See the section on Flex Fields later in the manual Groups Associated Information Tabs Associated Information Tabs appear in the bottom portion of each group s screen and contain various information associated with the group The following associated information tabs are available from within the group edit screen
105. embe Maxwell Kristi M Mrs Spouse F 123 456 7890 Pastor s Cell E Class related 1A Membe Maxwell Pete L Pas Head M 123 456 7890 rias 15A Membe Neal Kieth R Mr Head M 111 254 8789 Pastor s Cell O Person step related Tagging related 14 A Membe Neal Leslie A Mrs Spouse 222 222 2222 5 All views 17A Membe Pearson Jason P Dr Head 111 258 9784 1 A 1 C 16A Membe Pearson Melinda E Mrs Spouse F 222 222 2222 1 A 1 C Picture o 18A Membe Perkins Rose M Ms Head F 111 587 4455 1 A 1 C 19A Membe Phillips R Mr Head 111 458 6987 Pastor s Cell 20A Membe Robins Jeff L Mr Head M 111 587 9874 1 A 1 A 21 A Membe Rushing Erin P Ms F 111 353 3535 Pastor s Cell 24 A Membe Smith Kathy A Ms Child F 222 222 2222 1 A 1 B 23 A Membe Smith Kerri A Mrs Spouse 222 222 2222 1 A 1 C 22A Membe Smith Louis M Mr Head M 111 121 1212 1 A 1 D 27A Membe Taylor Bob P Mr Head 111 379 8458 Pastor s Cell gt p Actives 28 Records lal New Life Cell Church All Members The member browse screen shows the members in your church From this screen you add edit and delete members and can see different subsets of your members by selecting other views Notice that the person marked as Head of household is shown in bold Next we will take a look at the Member Screen and the information it contains 30 Members and Pre Members Member Screen The Member screen as well as the other edit screens in Excellerat
106. epe Symbol CS 2000 Port COM Date of service 0804201 El Time of service Attendance data Configure new scanner a Read scan data Import Attendance Llear Scanner From this screen choose the service type for which you want to import then select your scanner Currently the Symbol CS1504 and CS2000 scanners are supported Select the COM port that your scanner cradle is connected to Also enter the date of the service as well as the time if you are interested in tracking the time You may leave the time blank Next hit the Read scan data button to read the scanner You should see the attendance data listed in the window If you do not see any attendance data then either the scanner is empty or the scanner is not connected correctly to your computer Make sure the COM port you chose is the correct one After the attendance data appears hit Import Attendance to import that data into Excellerate 155 Utilities and Preferences You should now see church attendance records in the member s edit screen and should be able to use views and reports to analyze the information Importing Post Encounter School of Leaders Attendance with Barcodes Class attendance for the Post Encounter School of Leader classes can be tracked using barcodes The process is the same as for church attendance which is to print out the barcodes using the included report style SOL sign in sheet with barcodes then as the students attend the c
107. er Type Report by Member Family Each Member Sort by O Members Lastname Me CC Name Report Styles Address 10 Envelope IMB Address 10 Envelope Address Book Church Checkin List Barcodes Church CheckOut List Barcodes Church Directory Class Roster 6 sessions Encounter List Followup Email to Sponsor Followup Kids badge with parents pics Avery 5371 Labels Aver 5160 Members Member Church Attendance Member Pictures Member Steps Name Address Name Phone default PostEnc Attendance amp Pmt Adding iMembersy to report name adds it to the Member report menu Print Preview Change Selection blank for all r 5 digit zip New Modify Delete Web Cancel These styles can be completely modified by the user to meet their needs You can modify an existing style and save it as a new style See the appendix for instructions on creating and modifying report styles 96 Reporting Member Reports Member Info Report Ole B 10 al Page gt ofa a ale E Email 10 07 2011 12 06 37 PM New Life Cell Church Person Report Adams Joe Family Adams Joe 19 Envelope 0 Member Type Member Occupation Carpenter Home 222 222 2222 Pastor Type Employer Hometime Work 222 111 1111 Mail Code Student Mobile 222 985 6258 Sex M Anniversary 12 01 1986 Pager 222 565 5555 First Visit 01 01 1996 Birth 09 08 1966 FAX 222 514 8956 Date joined 02 01 1996 Age 45
108. er contributions you can keep the member s identification private so that other people in the room will not see the member s name This option disables the ability to look up members by last name during contribution entry Allow editing contributions after they have been posted If you want to be able to add edit and delete contributions after they have been updated from batch entry check this box Typically you would not want to allow this but if your church is smaller and doesn t require the batch entry process contributions could be added by going to the member edit screen and to the Contribution associated information tab Allow contributions with 0 amount This allows posting special contributions such as stocks where you do not have an actual dollar amount but you want to record the contribution Prompt before resetting account totals When Excellerate detects the current date has changed into a new month quarter or year it will prompt you to be sure it is ok to advance the system to the next accounting period and to reset the old monthly quarterly or appropriate totals If you do not want to be prompted uncheck this box Canadian receipt number generation and tracking on contribution statements This option is available for countries such as Canada that require receipt number tracking on their contribution statements This option will generate unique receipt numbers for each statement and those numbers will be store
109. er information and their address This can be in an Access database or text file If using a text file a quoted comma delimited format is preferred You may be able to use other formats such as tab delimited depending on how your database exports the information To import the data into Excellerate use the Import Members utility under the File menu Member Import Utility Import File Transter T able MembelD Lastname Delimiter 3 Field Field2 gt Tabs Ri Clear transter table Map feld from Input Table gt Field in Transter Tabl pn m EA E a ace AA Se Step 1 Use Import File button to open your import file Step 2 Map fields from import file to fields in transfer table Step 3 Load data in to transter table Step 4 Load data from transfer table into Excellerate Open Import File Fieldnames in first record Load into transfer table O Records Processed Load into Members Preld embers Load into Excellerate U Records Processed Help Close As you can see from the instructions on the screen this is a four step process Basically you are importing the data from your file into an intermediate Excellerate file Then you can view this data to be sure it imported correctly before loading it into Excellerate Step 1 Use the import File button to open your import file Once your file has been opened Excellerate will display the fields in the field list and the first few lines of da
110. er to the member so that their contributions can be entered by simply looking up this number as opposed to searching for their name Envelope is one of the quick search fields available in member searches Comments The Comments field can be used for recording any comments or other information for which there is no specific field You can enter as much information in this field as you wish User Fields The user fields can be renamed in the preferences option to any other item that your church wants to track for it s members These fields can be set up to accept any value or values from a picklist You can also add your own new fields to Excellerate and place them in the member screen See the section below on Flex Fields Flex Fields The Flex Fields section holds new fields that you can create yourself These fields are much more flexible than user fields and can hold many different types of information such as check boxes numbers text etc You can actually re arrange the positions of these fields by right clicking them and dragging them into place These fields can also be used in views and reports See the section on Flex Fields later in the manual Small Group Information This Section shows what small group if any the user belongs to If this field is underlined in blue you can double click it to jump directly to their small group The fields below specify what divisions the member is assigned to Members can be assigned to divisio
111. ers will need to be assigned to their groups manually Use the View cell meeting screen button to view any meetings that may have been retrieved from the web Meetings from the web will appear on the left with a red w next to the date of the meeting If you see w this means there are comments that may require your attention Any information that you request in your online group leader report form that can not be directly imported into an Excellerate group meeting entry will be included in the comments section of the meeting entry This way you can be flagged that there is more information and you can decide what to do with it Use the Export and Send to web button on the web integration screen to upload new information to the web site Use the Print cell meeting report to print a report for those entries Again w indicates a meeting from the web Continue with your normal weekly small group routine but now many of your weekly totals will already be entered for you 127 Internet Integration Modifying Web Integration to Fit Your Web Site All of the included web integration files can be modified to meet the needs and look of your church web site The following information will help any web developer in modifying the PERL or HTML files The PERL scripts use HTML templates to display the pages so these files can be modified to look like whatever you want The PERL files can be modified if you need to chan
112. ertain types of visitors such as those who you wish to follow up on from an information card alter visit etc This report can also be limited to a specific date range as well as a district Zone etc Church Attendance Chart The Church Attendance Chart prints a chart showing the members and their church attendance history in a chart to easily spot attendance trends You can run this report for a specific view of your members and for any date range of up to approximately six months 12 19 99 6 29 23 PM New Life Cell Church Page 1 Church Attendance Chart All Members Meeti PAKIAKA k51 WWk52 WYk1 eetings 11 2911 2106 1 2713 1 2720 1 2 27 A dams x x x X Pt PY Y pp Peter Jonnson XP KT tp Adam Jones XT XE XT Jimy Landry X X X Tery Landry J XE XT Theresa Landry X X x Kristi_ Maxwell fxj xy 101 Reporting Group Reports New Life Cell Church Cell information 1 A 1 Type Family Leader Cindy Abed Started 03 01 1998 Intern Judy Zito District Emphasis Outreach To Multiply 11 01 1998 Intern2 Zone Old 14 14 Meets On Tuesdays Intern3 MeetArea 1 Time 7 00pm Supervisor Childcare Yes Frequency Weekly Cell Primary Meeting Phone 123 456 7890 Organizational Parent Cell 1 4 Generation 3
113. es the member s status This can be Active Inactive or Deleted Active members are current active members Inactive members are those that may have moved away but have given contributions in the past year These members must remain in the system until the end of the year Then they can be deleted Deleted members are marked for deletion These members can be permanently removed from the system at the end of the year Inactive and Deleted members can not be modified or assigned to small groups classes etc Tag The tag field allows you to select or tag various random members for printing or exporting etc After tagging the records use the view for viewing the list of tagged members Picture The picture window is a thumbnail view of the picture assigned to this member See member pictures in the appendix for more information on assigning pictures Member Type The member type is used to classify the member These types can be setup by the user Pastor Type Pastor Type designates this member as a pastor The pastor types can be setup using the picklists menu option Mail Code Mail Code allows you to assign a code to the member These codes can be excluded from mail outs You can use any code that is meaningful to you Typically N would be used to designate that this member should not receive any mail outs and E would mean exclude from E Mails Envelope The Envelope Number field allows you to assign a contributions envelope numb
114. excellerate User Manual Version 4 y o 7 2 0 Micro System Design PO Box 1401 Cordova TN 38088 1401 888 371 6878 info excellerate com www excellerate com COPYRIGHT Excellerate Copyright 1999 2011 Micro System Design All rights reserved Other company names and product names are trademarks of their respected companies PROGRAM LICENSE AGREEMENT CAREFULLY READ THE FOLLOWING TERMS AND CONDITIONS BEFORE USING THIS PROGRAM USING THIS PROGRAM INDICATES YOUR ACCEPTANCE OF THESE TERMS AND CONDITIONS IF YOU ARE NOT IN AGREEMENT RETURN THE PROGRAM UNUSED AND YOUR MONEY WILL BE REFUNDED LICENSE You are granted a non exclusive license to use the enclosed program subject to the terms of this agreement SINGLE USER LICENSE With a single user license you are allowed to use one copy of the software on one machine If you wish to use the software on multiple computers you must purchase the multi user version MULTI USER LICENSE With the multi user license you are allowed to use as many copies of the software as needed as long as they are used within your organization LIMITATIONS OR REMEDIES INNO EVENT WILL MICRO SYSTEM DESIGN BE LIABLE TO YOU FOR ANY DAMAGES INCLUDING ANY LOST PROFITS LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE SUCH PROGRAM EVEN IF MICRO SYSTEM DESIGN HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR FOR ANY CLAIM BY ANY OTHER PARTY WHILE M
115. exreport_g12 htm Alternate HTML template for G12 model Web Reporting exwebrpt pl Script for generating the report exwr_cellhistory htm HTML template the layout of the report exwr_cellmeetingsandsteps htm HTML template the layout of the report exwr_Cellsummarybydate htm HTML template the layout of the report exwrcellsummarybydivs htm HTML template the layout of the report Cell Searching exclsrch pl Script for searching for and listing groups exclsrlg htm HTML form for searching for groups exclsrch htm HTML template for what the group list looks like My Information My Follow ups exinfo pl Generates info screens and processes the submissions exfollow htm HTML template for the layout of the My Information form exmyinfo htm HTML template for the layout of the My Follow ups form Data Files exbusy txt Flag file telling scripts we re uploading data exmaster txt Excellerate s master table uploaded to web site excells txt Excellerate s cell table uploaded to web site exclmems ndx Excellerate s cell member IDs uploaded to web site exclhist txt Excellerate s cell history uploaded to web site exmembrs txt Excellerate s members uploaded to web site exmembrs ndx Member ID index file for faster access to exmembrs txt exupdate txt Data updates file containing member changes exwr_followup_index txt Sponsor Follow up cross reference file exwr_picklists txt Picklist values used in Excellerate website map Map file
116. ext labels or data fields are placed in the report by using the ab button in the report toolbar HAE Ri abl 4 aaa Layout Data Select Snap 4 e Click the ab button then click on the report where you want the text element to appear A new text element will appear on the report indicated by the word none Use the text toolbar to specify what you want to appear in that element 161 G12 Specifics fet IA EA EA a E ce Gl oe For example if you want a label to appear such as Number of members reported then simply type Number of members reported in the text box of the toolbar If you want a data field to appear in the element type the name of the data field or use the fx expression button to choose the data field Special functions can also be used to display certain information such as PAGE for the page or COUNT to count the number of records A complete list is displayed in the Field Editor screen when you hit the expression button Field Editor 23 Field Value Master Name Enter test an expression or a database held Expressions T able AVERAGE n AYERAGE_SUB n AYERAGE_DETAIL n COPY s start length COUNT FILTER table field walue FORM TNUOMERIC mask FORM ATDATE mask date FR4C n Cancel There are many different expressions that can be used so the best way to decide what expression to use is to look at another report that is doing the same thing you are trying
117. f a group leader report style that can be emailed To create a report style that can be emailed all you have to do is insert a special field in the report When you go to PRINT the report Excellerate will check first to see if it can be emailed if so you will be asked if you want to email it If not it will be printed as normal The following email fields can be added to your report style EMAILTO emailaddress EMAILBYID Members MemberlD EMAILADDR Members Email EMAILTO emails to the hard coded email address that follows EMAILBYID emails to the email address for the memberlD database field that follows EMAILADDR emails to the email address for the email database field that follows When the report engine sees one of these fields it will email everything from that field until it sees another one For example in a group leader report form each page would go to a different leader So in the top of the report style in the detail band you would place an EMAIL field then the report engine would email each page to the appropriate person See the section on creating report styles for more information on modifying these reports Basically the report engine converts the report to text then emails it So you will probably have to modify your styles to fixed text font and spaced out enough so that the conversion to text looks correct See the included cell leader report form for an example 137 Internet Integration In some cases when us
118. file are assumed to come from the master file The church name for example would just be referenced as Name Web Reports use several bands to output information and each band must be wrapped in the appropriate comment tags lt Detail Band gt You put the report data fields you want to display in here This entire section will be repeated for each record in the web report data file lt Detail Band gt lt Group Band gt You put the group functions that you want to display in here The following functions can be used SUM AVE MAX COUNT COUNT RECORD When using these functions they precede the data field that they operate on like this SUM MemberCount To show actual data fields in this band precede the field with DATA lt Group Band gt lt Summary Band gt The summary band functions just like the group band but is displayed at the end of the report for showing report totals lt Summary Band gt To show the date of the data file on the report use FILEDATE To show the selection criteria on the report use SELECTION_CRITERIA See the EXWR HTM files for examples Calling the EXWEBRPT script Running the EXWEBRPT PL script must be done from an HTML lt FORM gt where the parameters for the report are contained in the form variables lt form name f4 action SCRIPT LOCATION exwebreport report method post gt lt input name DEBUG value 0 type hidden
119. fixed number of weekly sessions 10 so sessions do not have to be manually set up for these classes Also tracking attendance can be done my simply checking the appropriate week number To add a new class hit the add button on the right side of the toolbar To edit or delete a class use those buttons as well 63 Classes Traditional Classes Z gt Class Information O a E Status Classe Details Class ID 3 Flex Fields O Active Type of Class Traditional Class PostEnc School of Leaders Remove all attendees O Inactive Namel Consolidation Training Where Meets Church meeting room Save Leader Maxwell Kristi M When Meets Wednesday Nights 7PM Cancel Campus v When the last session is complete automatically add this associated Member Step i Print Coordinator v Scheduled Classe Sessions 1 f XK UserFields Assistant y Help Session Topic DateTime Attendees User Starting Ending eae TE E Date Previous User3 Enrollment Next User4 User 4 Comments Attendees Show Past Attendees Current Attendees 5 Topic Attended SignedUp DateT ime Training 03 01 1999 Training 03 01 1998 Training 03 01 1997 Training 03 01 1997 Training 03 01 1997 Last updated on 12 17 2003 2 18 PM by MANAGER The top section of the screen shows basic information about the class including the class name leader and when where it meets The Associated Member Step field tells Excellerate
120. fline use Status 157 Utilities and Preferences First use Import offline attendance files button for each of the USB drives After all attendance has been imported hit Export latest information for offline use to make a new offline database for each drive This will copy any new Excellerate member or attendance information to the offline database for use by the check in stations 158 Appendix Appendix Browse Columns The column arrangements for the browse screens in the different modules can be modified by right clicking in the browse A menu will appear allowing you to add new columns delete columns load other layouts or restore the default columns Member Pictures To assign a member of family picture click the gray picture box to open the picture screen Right click picture for options lacie E eerie Video capture Import file Delete Help Close There are several ways of assigning pictures First decide if you want to capture an individual picture or a family picture and select that option If you have a web cam or other image capture device attached to the computer simply hit the Video capture button You should see a live image from the camera so just hit Capture to record that image If you have an image file on your computer or attached camera you can use the import file button to navigate to the folder containing the image and select it If you need to remov
121. for mail merges enter the full path to your word processor This is a local option that only affects this workstation Open To Module Specifies the module that you want to see first when the program is started This may vary from person to person depending on their job duties This is a local option that only affects this workstation Group Options Note Throughout this manual we will use the term Cell Group and Small Group interchangeably They both mean exactly the same thing but different churches use different terminology 12 Getting Started The Group Options screen contains preferences for your small groups Group Options Include children in cell meeting totals Group leaders are also members of the group W Use divisions in group name W Allow members to jon more than one group Group week starts on Monday z Default Group Attendanc Present Prompt for meeting updates After entering meeting totals Before printing summary report Don t prompt Cancel Help If you want children included in your small group meeting totals then check the first box There is a separate total for children as well but if you want them totaled with the member and visitor counts then select this option If your small group leaders are considered members of the group they lead and should be counted there as members then check the second box A member may be a leader of as many small groups as they want
122. g specific records Views are also used to tag random people for printing or exporting In the main member browse simply double click the Tag field to select the members Then select the view called Tagged Records to pull up the list of just those people Now you can run reports mail merges or exports against that list When finished use the view Tagged Records CLEAR ALL to release the tags Sometimes it s handy to tag various people and then decide it would be good to put them all in an organization You can do that by choosing the view called Tagged Records Move To Organization This will put all of the tagged records into an existing organization 26 Getting Around Quick Searches In any module you can quickly search for a record just by typing a few letters of the name To search for the first Smith just type Smith and the Search for dialog box will appear This will also work for small groups classes etc Status Bar All Members Actives o Records The status bar is located along the bottom of your screen and shows your current view for the records in a given module This could be All Members or Cells in District 1 for example The right side of the status bar shows the number of records in the current view The left side of the status bar is used for displaying status messages during program operation Getting Around in Edit Screens An Edit Screen is the detailed infor
123. g the meetings and attendance Measure the success of the groups with group meeting analysis reports Group Meeting Report by Division for analyzing by Network or The12 etc Group Meeting Report by Date for analyzing by weeks months etc Track progress through the School of Leaders by using Member Steps and School of Leaders classes in the class module Use the views in the member module to identify people who have completed a particular member step but have not moved on to the next step Completed Member Step A not B to proactively encourage members to advance Measure the success of the School of Leaders by running the School of Leaders statistical analysis reports G12 Specifics Send The 12 144 1728 The send process involves tracking leaders as they build their 12 144 etc We represent this entire structure in Excellerate so that we can report and analyze our progress at different levels The G12 structure can be broken down into different levels starting with the Network level of Men Women Youth and Children Then under each of those are the 12 So you would have the Men 12 Women 12 etc Then under each of the 12 they have 12 and so on In Excellerate we represent those levels like this with the following codes for each level Level Name Codes Networks Men Women Youth Children The 12 or Generation 01 12 The 144 01 12 The 1728 01 12 To represent a specific group or gr
124. ge the functionality of the scripts Modifying the scripts for a different data directory The script files use a variable called database files dir to find the uploaded data files If you are storing the data files in some other directory other than the CGI directory on your web server you will need to edit this variable in your scripts Find the line that says my Sdatabase files dir This line needs to be changed to hold the directory name of where you want to store your data files All web servers are not standard so the exact file specification may be different from host to host but the general rule is to put the path of the data directory starting from the web user s login root directory So if the actual data directory is called c nome root username DataFiles and a web user s root directory is c nome root username then the filesdir variable would look like this my Sdatabase files dir DataFiles If the data directory was c home root username DataFiles Excellerate then the filesdir variable would look like this my database files dir DataFiles1Excellerate Again each host is different but if you are having trouble with the script look at the error message generated when trying to execute the script It will give you an idea of where it is trying to find the data then you can adjust your database_files_dir variable accordingly One advantage of putting your data files in a separate directo
125. have selected The browse screen can be re arranged to show different columns These columns can be moved around and re sized to meet your needs The column arrangement will be saved for the next time you use the program To move a column drag the column header with the mouse To re size a column drag the divider between column headers If you shrink a column all the way it will be removed from the view You can also add and remove columns by right clicking the a column header To return you column arrangement back to the default right click a column header and choose restore default columns See Browse Columns in the appendix for more information Sorting Most of the columns in the browse can be sorted by clicking on the column header You will see a small up or down triangle showing the sort order Views A view is basically a subset of the records for a particular module Views allow you to look at the records you are interested in This can make working with the database much easier because you are only looking at the information relevant to your task 25 Getting Around All of the views are listed in the Views menu on the left Views a a All Members H Address related O Pp Attendance related e Cell Attenders in date range aa Church Attendance in date range aa Group Attenders in date range a a Missed past 3 weeks of Church af Group related H Class related L1 Organization related H I Person step related
126. he group leader but you can change that if another member led the meeting Enter the totals from the group leader report form and then hit the Save Next button This will save your totals for the current group and then bring up the next group for you to enter totals So the process Is really just entering a few numbers and hitting Save Next until you are done As you enter your totals you will notice the date of the meeting appear in the group list in red This shows you that a report has been turned in and entered for that group The groups without a date have not been entered yet 58 Groups When a group decides not to meet for some reason it is important that you still make an entry for that group All you need to do is check the Group did not meet box Also if a group did not turn in a report you need to make an entry as well You can check the Group did not report box for those groups When you check Group did not report the word NoRep will appear in the group list to remind you that a report has not been turned in for that group You can go back and enter a report if it is turned in later If you have group meetings that have been entered using the Web Integration feature those entries will appear with a red w next to the group name and date Occasionally you will need to add a new member to a group or delete a member You can do that right here from this screen by using the Add Edit or Delete buttons
127. ign to all sessions button If a class session has already been assigned a date and time that information will be filled in automatically for you If the member has already attended this class or session check the Attended box As members complete each session of the class you can simply double click their record in the Attended column This will change their status to Attended for you and remove them from this list of current attendees You will still be able to look at the member s screen to see the classes and sessions they have completed but this screen will only show current or future attendees Adding members to classes can also be done from within the members screen The Remove all attendees button is useful in cases where this same class is used over and over again by just removing the old students and adding the new ones This button will quickly remove any remaining students that did not actually attend the sessions Post Encounter School of Leaders Classes The top section of the screen shows basic information about the class For Post Encounter School of Leaders classes the class name is made up of the School name and the Level so if the school was called SOL0401 and level 1 the class name would be SOL0401 1 This example indicates a SOL Class in 2004 in the first quarter You can use other naming conventions but the class name is limited to 8 characters The Completed field indicates whether or not this class has b
128. ii ie 139 Remove Members tcs tia 139 Remove Old COMmniDUllOMS rss il 140 he Index Compact Database santi io 140 Remove Old LOCK Suc ce Sacer Sas a 140 EGIUMIStONY Held Scuola iaa iaa 140 EditiRequilca Fold ansiada iaa 140 Edit Recommended Feldmanis diia talca 141 Update Gell Mesting Hist Visas dial 141 ENE FCI AA tios 141 A 141 Create Update Picture Thumbnails ooccccccccnnncccnnnncoconcncnnoncnnnnonnnnnononnnnononnnnnnonnnnnnnnnnnnonannnnnnaneninonos 141 Plex Fields y Flex TaDS nrrainn eeoa aae a a a aiea aaa e aa aisia 141 PreleronceS ccorp Oo i a a e a aa ea e aa iiaeie eaa ESR E A EESE 146 Joer anD ea E S aot sduneebeeanseaenoseotaeantede 151 MPportingr an a EXDOMING srta ET E E E E E AT 153 Importing Church Attendance with Barcodes cccccccsssssseeeeeeeeeeeeesseeeeeeeeeeaaeaseeeeeeeeseaaaaseeeeeeessnaaaaases 154 Importing Post Encounter School of Leaders Attendance with Barcodes coooooooccccncccccnncnnnccnnnccnnnnnnnos 156 Synehronize Check IN Stalo NS ati dicas 157 A A A E E E S A A 159 BOWS AA a E 159 We IMIDE NK PICTUS Suea a te 159 A A E A E ERS 160 GIZ SC OMICS aeoe E E EE 163 EAC ICING O E E E 166 isa SUPPO areitan O 5 166 Installation Chapter 1 Installation System Requirements Windows XP Vista 7 or higher Screen resolution of 1024 X 768 or higher Mac computers can be used but they need to have Windows installed with boot camp parallels or other multi operating sy
129. in Excellerate go to your View Manager F12 and use the Import view from file button The view will now be saved in your database and accessible to all users Advanced Views Advanced views are views in which the SQL statement has been customized beyond the basic capabilities of the view builder To create an advanced view you can start with the basic view builder screen then modify the SQL statement in the SQL window to meet your needs You should have a pretty good understanding of SQL before attempting to create or edit advanced views For views to be able to prompt the user for a value in an expression use the parameter notation Pn where n is a value between 0 and 9 For example to select Members by MemberType and have the view ask for MemberType use the following SQL statement SELECT DISTINCTROW Members FROM Members WHERE Members MemberType P0 The PO will actually get replaced by the value you are prompted for There is one special parameter call the Attendees Parameter PA This parameter prompts the user for the number of attendees in a group meeting This value is usually compared to the Total field in the Cell Meetings Table for finding the groups with less than a certain number of attendees The following are some guidelines that must be followed when working with advanced views Always use uppercase letters for the SQL keywords For example SELECT WHERE ORDER etc Always place the ORDER clause at the end of the st
130. ing EMAILTO you may need to insert a special code called EMAILEND at the end of a section to be emailed to indicate the end of the email This tells Excellerate that this is the end of the email in cases where an EMAILTO may be blank 138 Utilities and Preferences Chapter 14 Utilities and Preferences The following functions are available in the Utilities menu Change User Password Your users may want to change their passwords occasionally This can be done from the Utilities menu option You must know your current password in order to change it When entering a new password you must enter it twice to be sure you typed it correctly Set Database Password This option allows you to specify a password for the entire Excellerate database This password will protect your database from being opened from another program such as Microsoft Access unless that user knows the password When you set a database password Excellerate will still be able to open the database without prompting your users for the password Only when an attempt is made to open the database from any other program will you need the password If you are setting the database password for the first time you will leave the current password blank and only specify a new one When you set a database password in Excellerate it will be converted to all uppercase letters so if you want to open the database with another application remember to use all uppercase When setting a d
131. ing into your web site or FTP host for making changes Proxy Server l your local computer is behind a proxy server or other layer before you get to the internet enter that information here See your network administrator Next the Web Server Configuration tab holds information about your site SendRetieve Web Updates Web Host Settings eb Server Configuration Graphic Emails FTP Lblity Directory name for CGI files Install templates Default hile Directory name for data files Date format MDY Separator Store data files TT on web server with different extension Install server scripts on website TF storing data files with a different extension or in 4 AAA AA different directory than the CGI director pou must modi the Install HTML templates on website Directory name for CGI files This is the directory where your scripts will be stored Most of the time this is called cgi bin but could be called scripts or some other name This directory must have Execute rights to run the scripts Check with your Internet service provider for information on running CGI scripts on your site Directory name for data files This is where you want Excellerate to store the data files that get uploaded to your web site For the simplest installation use the same directory as your CGI files This way you will not have to modify any of the script files If you choose a different directory other than th
132. ing these fields in the section on Adding Groups The values for the division fields can be chosen by using the picklists These picklists are defined in the picklists menu option Extended Name The Extended Name field is used to further identify the group with either a descriptive name or the leaders name or to continue the divisions past 4 levels For example in a large church if you had a group called 1 A 1 B 9 D the division fields would hold the 1 A 1 B part and the Extended Name 40 Groups field may hold the 9 D If you un checked the Use divisions in group name in the group preferences then the group name is simply the Extended Name field Status This field indicates whether the group is Active or Inactive You may want to inactivate a group for a period of time and then re activate it later When the group is inactive you will not be able to record meeting totals for it and the group will not show up on your reports This is useful for student groups that only meet during the school year Inactivating a group is better than deleting it because you don t loose any history The group remains in the database but is hidden from most group maintenance functions Group Type Sub Type The Group Type field lets you classify your groups into categories This could be categories such as Family Work Groups of 12 Youth etc The Sub field allows you to further categorize your group by using a sub type These
133. install either the default or the G12 templates Finally use the Send Retrieve Web Updates tab to send the data files to the web site 120 Internet Integration send Retieve Web Updates Web Host Settings Web Server Configuration Graphic Emails FTP Utility Send Esport and Send to web Send to website 4 Groups W Members Web Reports Edit Web Reports Automatic Export Allow web entry of group meeting reports for dates inthe past 14 days Aetieve Retriewe from web Re procezz a file View cell meeting screen Print cell meeting report You can choose what data you want on the site You will need to choose Cells and Members if you want to use online group meeting reporting Web Reports can be uploaded to allow for running reports on the web site The Allow web entry of cell meeting reports for dates in the past field specifies the number of days back that you want to allow entering reports for By default it is set for 14 which will allow entering meeting history for the past two weeks Now you can use the Export Send to web button to export your group and member data and upload it to the web site By default all non sensitive member information fields are uploaded to the web site To see what those fields actually are look at the website map file located in the Excellerate folder You can modify this file to remove any other fields that you do not w
134. intenance Re indexing or Compacting the database Purging deleted members from system Report Modifications SUMMARY OF USER ACCESS CODES TYPE OF ACCESS ACCESS CODE Read only Delete and update Only allow seeing a G applies to financial area only member s last giving date No access Blank The following options require Delete and Update access in the financial area change accounts reset or reverse update contributions end of period processing Remember to change the MANAGER password at some point This ID defaults to full access to the system for setting up users etc Here s an idea Consider setting up a STAFF User ID without a password which allows read only access to Members etc This allows staff members to log on quickly to access basic information such as phone numbers and addresses 152 Utilities and Preferences Importing and Exporting Importing When starting to use any new database program it can be a time consuming task to hand enter your data especially names and addresses Therefore Excellerate has provided a generic member import utility that will allow you to import member information If you already have your member information in another database you could export it from that database and import it into Excellerate To import members and their addresses into Excellerate first export them from your database in such a way that there is one record per member that contains the memb
135. ired Fields The Member and Cell modules can require a user to enter certain fields before saving a record For example it is a good idea to require a member s last name first name and member type when adding 140 Utilities and Preferences members The list of fields that are required by these modules can be specified in the Edit Required Fields utility option With this utility you simply list the fields from the Member Address or Cells tables that you want required This option requires PREFERENCES security Edit Recommended Fields Recommended fields are highlighted yellow in the various edit screens This is a good way to notify data entry volunteers which fields you want to record if possible but not require a value to save Update Cell Meeting History See Updating Cell Meeting History in the chapter on Cells Enter Church Attendance See the chapter on Church Attendance Setup Wizard The setup wizard can be run to re configure many of Excellerate s options This will change your divisions picklists and member steps See the Getting Started chapter for more information Create Update Picture Thumbnails Excellerate uses thumbnails or small versions of your member pictures to display in the member and group modules Excellerate will usually automatically create these thumbnails for you but you may need to create these initially if you are upgrading from an older version of Excellerate This function can take a whil
136. istrict zone section leaders may have real groups with group members who also lead groups and so on The G12 Model In the following discussion we will use the names Network The12 The144 and The1728 to identify our divisions Divi Div4 Your church may use other names The G12 structure starts with a top level called Network where you may have the following networks Men Women Youth and Children Under each network you would have up to 12 leaders called The12 and under each of those you would have up to 12 leaders called The144 and so on In Excellerate you would start by creating the Network Leader groups Men for example by setting the Network field Div1 to Men and the other fields The12 The144 The1728 to blank Then assign the Network leader to be the leader of that group Next add the group members his 12 into his group Next you would add the groups for those 12 under the networks such as Men 01 by setting Network field to Men and The12 field to 01 and assign the leader of the group Repeat this process on down as far as your structure goes As your structure grows past the 1728 level continue with the naming convention into the Extended name field Now to show that group Men 01 is under the Men network group set group Men 01 s Organizational Parent group to the network group Men You would continue in this manner until you enter all of your groups By setting the group s parent field you are placing it under ano
137. ith District or whatever the Division 1 name is This way if you change your cell structure the views will reflect the new names The third question is answered by adding selection criteria To select members that live in Memphis hit the Add button in the Selection section You will see the following Selection Criteria screen AND OR Table Field Condition Value Y F F ou must use the US date format mmddryyyy when entering actual dates in a selection cance We want all members where their City equals Memphis In the Table field choose Addresses for Field choose City the Condition is and the Value would be Memphis That s it Hit OK then OK again and you will see a list of members that live in Memphis Now a better view would be to ask the user for the city so that you wont have to have several views one for each city To do this instead of specifying Memphis for the Value use the Ask user for value option in the Value field Now anytime you use this view it will first ask for what city you are interested in The answer to the last question is specified in much the same way Choose Add in the Sort section and specify the Table and field you want to sort by You can also choose Ascending or Descending sort order You will notice that as your are answering these questions the SQL statement is being built in the SQL window at the bottom of the screen This is for those who have experience with SQL a
138. ize the other picklist values See the section on picklists later in this chapter for information on customizing the picklists Picklist values Tou can choose the values of most of the picklists in Excellerate such as Member types Followup responses ete Based on the model you chose the default picklists have been created for you Hit Customize to modify any of these picklists Member ypes Pastor Types Group Types Followup Types E US gt 16 Getting Started If you chose G12 cell model you will have the option of installing the School of Leaders module This module allows more detailed tracking of information for Post Encounter and School of Leaders classes This module is implemented using flex fields which allows you modify the implementation as your needs evolve setup Wizard J 5 School of Leaders IF you are implementing the School of Leaders aspect of 612 you can install Excellerate s School of Leaders module which allows for more efficient and detailed tracking and reporting of the SOL classes You can install the module at a later time Niall Install School of Leaders Module At this point your database is configured and ready to use If you want to further customize the settings the following sections will describe how Picklists Picklists are handy lists that pop up when entering information into certain fields For example when you need to enter a district for a small group re
139. lass scan the barcode next to their name on the sign in sheet Other styles could be created such as bar coded name tags etc The barcodes will contain the MemberID and the ClassName so you can scan several different classes at the same time When creating new barcode report styles the barcode field must be BARCODE15 STR MemberQuery MemberlD MemberQuery FF_CurrentSchool Once the names have been scanned connect the scanner to the Excellerate computer and use the Import bar coded attendance option in the File menu You must select the week that you are importing Import Attendance l B ezm Attendance Type SOL Attendance Week 4 scanner Type Symbol CS 2000 Port COM Date of service 06 04 2011 Eg Time ol service Attendance data Configure new scanner a Read scan data Import Attendance Clear Scanner Next hit the Read scan data button to read the scanner You should see the attendance data listed in the window If you do not see any attendance data then either the scanner is empty or the scanner is not connected correctly to your computer Make sure the COM port you chose is the correct one After the attendance data appears hit Import Attendance to import that data into Excellerate 156 Utilities and Preferences Excellerate currently supports the CS1504 and CS2000 handheld scanners from Symbol Technologies These are portable scanners that can read several hundred scans at once Then the s
140. left column or the month or year Next you can choose to graph each group one at a time beginning with the current group or you can choose to include a selection of groups by specifying the selection criteria Lastly you indicate which values you want to appear on the graph The first four items in the left column of the screen are for graphing the number of people attending your groups The next four options in the middle are the user defined totals that you can track for your groups The last four pertain to the number of meetings reports or groups To look at how the number of groups are growing in your church include that item in the graph These graphs are produced from the meeting totals that you will enter each week for your groups So if you choose not to enter these totals you will not be able to graph your churches small group growth 53 Groups Hit the Graph button and you will see a graph similar to the following Cell Growth Of x Gea col s ill mu fos eje J BB WE alel Th Cell Group Growth Meetings C salvation vistors Y children Members A Total 37 Meek 37 0906 95 35 Week 365 094 3798 Number of People 39 Week 39 09 20 95 40 Meek 40 09275 41 Week 41 af 30 39 40 41 10 04 98 Cell 1 4 1 Weeks 37 44 09 06 98 1010 93 4 Previous Cell Next Cell This graph shows the growth of this group by different criteria The red bars in the back repre
141. listing which fields to send to the web site 132 Internet Integration EMAIL Excellerate has the ability to send email to your members and pre members You can send emails to an individual member or to an entire view of members Email messages can be formatted with different fonts and colors as well as include merge fields and file attachments Excellerate s report styles can be modified to include email addresses and automatically emailed to those members Setting up EMAIL To setup Excellerate s email feature go to the Options menu then Preferences and choose the Email options button A few mail hosting companies such as GMAIL require a special SSL authentication which is not supported at this time Mail Settings ES User Information Default Return Email Addr Default Return Hame Server Information Outgoing SMTP Server SMTP Port 25 Port 25 is the default User Name Password SMTP Authentication Mone r IF your SMTP server requires PUP authentication enter pour POP settings POP Server POP User ID POP Password Maximum email addresses in the TO or CC fields Mail servers timeout secs 30 Unsubscribe Message Please reply with UNSUBSCRIBE as the subject to be removed from future mailings Default Return Email Addr This is the default return email address that can appear on your messages Default Return Name This is the default name of the sender that canl appear on your messages
142. mation for that person group etc To view a person s Edit Screen simply double click their record or press the Enter key While editing a record from any module you can jump to the previous or next record in the view without having to exit the record by using the Previous and Next buttons While in an edit screen for any module you can hit the following hot keys for easier navigation Double click blue Jump to that edit screen underlined text Associated Info Tabs 27 Getting Around When you are editing a record the top half of the screen will contain the main information for that record and the bottom half of the screen will contain a series of associated information tabs These tabs will contain more information that is associated with the record Nene tesco LL gt e m Status Personal Details Member ID 6 Family ID 19 Adams Joe l Change Family Flex Fields Active D Inactive Firstname Joe Member Type Member Deleted Lastname Adams Pastor Type Save Middle R Marital Married Cancel Pm su A pra Room Assignment e Home 222 222 2222 Gender M Print Call Numbercurity Number Work 222 111 1111 Grade School Envelope 0 i Help Mobile 222 985 6258 Birth Date 09 08 1966 Age Annivers 12 01 1986 l o i Medical Other conditions i Pager 222 565 5555 Occupation Carpenter Mail Code A FAX 222 514 8956 Employer Hometime Tag E Lookup ID i i Next www hometime o
143. mation to These may be first time church visitors or an area of your city that you may be targeting Pre Members contain all of the same information fields as a member because at some point you are hoping to move a pre member to the member module The main difference between pre members and members is that pre members cannot join groups classes organizations or other associated information tabs They can have family members and follow up information Pre Members are actually stored in a separate table to avoid slowing down accesses to member information At any time you can transfer pre members to the member module When you select the Pre Member module the Move this person to Members action appears in the Action menu This will move pre members from the pre member module to the member module This process will actually move the pre member s entire family assigning a new family number and member numbers The addresses and follow up information is transferred along with the pre member 38 Groups Chapter 5 Groups Note Throughout this manual we will use the term Cell Group and Small Group interchangeably They both mean exactly the same thing but different churches use different terminology The Groups module manages all of the members meetings activities growth etc of your churches small groups To access the group module use the Groups button or hit the F6 key After selecting the Groups module you will se
144. mber receipt number and accounting period are recorded Pledges Pledges can also be entered for members This can help during contribution entry and allow you to get an idea of what your projected income will be for the different accounts Each pledge must be designated for a specific account Pledges can be actual amounts or allocated as percentages They are not entered automatically into Excellerate but they can be used during contribution entry to enter their pledged amounts for you 17 Contributions Member Pledge 23 Member Johnson Peter L Account General Fund Use Percent of pledge IF you use a percentage then Amount 100 00 all pledges will be considered percentages Frequency Weekly Discrpanciez Payments O enter 0 for indefinate Dates From To Total expected or 0 if indetinate 0 00 tone Hel The frequency and payments fields allow you to specify how often this amount will be given and for how long They are only used for projecting future income in the pledge reports and graphs not for automatically entering the amounts You must specify a from date when entering a pledge and the to date is optional These dates are used to project future income as well as controlling whether or not the pledge is enabled during contribution entry If the current date is outside of the pledge s dates you will not be able to use the pledge to post contributions for you The total expected pledge fiel
145. n a view The report data criteria you build here gets saved with your custom report See the chapter on Views for more information on selecting data See Report Styles in the appendix for more information about designing the report content 116 Reporting Mail Merge Excellerate allows you to easily create mail merges with your word processor Basically Excellerate will export your current view to a text file or access database This file is then used by your word processor to merge with a document When you select Mail Merge under the reports menu you see a screen similar to the following MailMerge 23 This will create a temporary database for you to use with your word processor s mall merge feature Current er All Members Exclude this Maillode M Export MemberFamily Each Member select output format 9 Access Database Text File Format Quoted amp comma separated Map held names using cc program fles excellerate default map E Gama Sa 9 Since we are in the Member module we have the choice of excluding certain mail codes and we could limit the records to one per family instead of each family member You can also choose what format to export the data Text format would probably be preferable When you hit Create Mail Merge Database Excellerate will ask you for a filename then export your view to that file If you setup the path to your word processor in the program options screen you
146. n be used to report on a specific view of your members You may want to see how much members in a certain zip code are contributing or compare different age groups etc This report also allows you to compare a member s pledged giving with their actual giving Member Contribution Chart 12 20 99 12 05 29 AM s Page 1 New Life Cell Church Member Contribution Chart All Merbers 01 01 1999 12 31 1999 Name Total 10 99 09 99 08 99 07 99 06 99 05 99 04 99 03 99 02 99 01 99 Joe Adams 520 520 0 0 0 0 0 0 0 0 0 Mary A darme 1123 0 O 1123 0 0 0 0 0 0 0 0 0 The member contribution chart allows you to see your member s giving history over a whole year Top Contributor Report This report will allow you to report givers who contributed over a certain amount for any date range The list of givers will be sorted by giving amount and can be run for a specific account Pledge Report and Pledge Projection Report The Pledge report lists member pledges and the Pledge Projection Report projects income based on member pledges Member Pledge Report The Member Pledge Report lists members how much they pledged how much the contributed toward the pledge and what their pledge balance is This can be run for a specific view of members and for a specific account or all accounts Member Pledge Statements Member Pledge Statements is very similar to Contribution Statements except that it will print a statement for anyone who has pledged eve
147. n if they have not contributed The statements use different report styles from statements to letters and can show the balance due for that pledge Custom Reports A custom report is a customizable report that is not constrained to any particular module or report type These reports are similar to report styles except that report styles are limited to the type of report they belong to such as a contribution statement or member list Custom reports can report on almost any part of the database such as picklists zip codes members and pre members combined This is actually done by building a view and a style and saving them in a custom report 110 Reporting Custom Reports ez Report Description Custom reports can be created when there are not any other similar reporte in the different modules For example if you want to create some sort of list of people it would be better to modify one of the Member report styles rather than creating a custom report Always check to see if you could modify an existing or create a new report style before deciding on building a custom report Report Styles New Batch open with check images Batch with check images Modify Check In Lookup Code Report Class list for a district Delete Consolidation Follow Up Request email a Email Leaders not reporting Web Followup Email e Giving Breakdowns W M O 7 Averages Giving Breakdowns W M O Totals Inactive Delet
148. nd want to see the details of the view This SQL statement can also be modified to create an Advanced View See Advanced Views later in this chapter Once you ve built your view and are satisfied with it you can save it for future use Just choose the Save current view button and the view will be saved in the list of saved views This view will now be available for you and other users to use at any time Editing a View To modify a new view that you ve just created use the Edit current view button This will bring up the same screen that you used to build the view To modify an existing saved view use the Edit saved view button Any changes to a saved view will be seen by all other users as well You may want to make temporary changes to a saved view maybe for a quick report To do this without affecting all other users you would first use the saved view Now that the view is your current view you would edit it like a new view that you just created If you decide to keep this view you can change the description and save it just as you would a new view To delete a saved view use the Delete saved view button 92 Views Importing and Exporting Views Since there could be a very wide variety of useful views that a church may desire Excellerate allows you to import and export views If our support team emails you a new view you will need to import it into your database First save the attachment to your c excellerate folder Then
149. ndry Membe Landry Membe Landry Membe Maxwell Membe Maxwell Membe Neal Membe Neal Membe Pearson Membe Pearson Membe Perkins Membe Phillips Membe Robins Membe Rushing Membe Smith Membe Smith Membe Smith Membe Taylor Leslie Jason Melinda Rose Joseph Jeff Erin PISIPLP IO SO PISO PPP Kl SiO MP Pe BP Pl S PP Spouse Child Child Head Head Child Head Spouse Spouse F F M M M M M F F M M 222 222 2222 222 222 2222 222 222 2222 222 222 2222 555 555 5555 111 589 7893 222 222 2222 111 369 8569 222 222 2222 123 456 7890 123 456 7890 111 254 8789 222 222 2222 111 258 9784 222 222 2222 111 587 4455 111 458 6987 111 587 9874 111 353 3535 222 222 2222 222 222 2222 111 121 1212 111 379 8458 1 A 1 A 1 A 1 A Pastor s Cell 1 A 1 D Pastor s Cell Pastor s Cell 1 A 1 A 1 A 1 A 1 A 1 A Pastor s Cell Pastor s Cell 1 A 1 C 1 A 1 C 1 A 1 C Pastor s Cell 1 A 1 A Pastor s Cell 1 A 1 B 1 A 1 C 1 A 1 D Pastor s Cell p New Life Cell Church The Member module will be the first module you see when you start the program Remember however that you may change this initial module to Groups Classes or any other module by setting the Open to module field in the Preferences screen 23 All Members Actives 28 Records Getting Around Tool Bar Pam ra a ae A A PreMembers embers Groups Classe
150. nformation 67 Classes 68 Organizations Chapter 7 Organizations The Organizations Module is used to keep track of church organizations such as the choir orchestra prayer teams or other committees You could use organizations for any group that does not require tracking detailed attendance With organizations you basically just assign members to them and print out member rosters and other lists Se Excellerate 4 0 beta File Edit View Reports Contributions Options Utilities Help ovrallarate o A PreMembers Members Groups Classes Organizations Contributions Web Actions All Organizations pa mp Add new organization E E Edit this organization po X E Church Jeff Robins Thursday Night 1 5 hours 01 01 1996 pe Manage views 2 Intercessory Prayer Church Kristi Maxwell Saturday 2 hours 01 01 1997 Views 8 All Organizations 4 a To add a new organization use the add button on the right side of the toolbar 69 Organizations Organization Screen 5 Oricon oman NO e Status o Active Name eee Leader Robins Jeff L Organization Details Org ID 1 Members 8 Flex Fields Save Type Church Cancel Date Started 01 01 1996 Print Meets on Thursday Night Time Location Church sanctuary Previous Next User Fields Comments Mtg time 1 5 hours User2 User3 Organization Members DateJoined Position HomePhone WorkPhon
151. ng to by using the Change Family button All family members by default share the same address Any changes to the address will be applied to all family members To specify a different address for one of the family members you would use the split address feature See the Member Addresses section lf you ve made a mistake and assigned a member to the wrong family simply edit that member hit the family button and select a new family You can also remove a member from a family by selecting remove member from family after hitting the Change Family button Editing Member Information To edit a member record simply double click it press enter or use the edit button Once you ve made your changes save them with the save button or cancel your changes with the cancel button Deleting Members To delete a member use the X delete button in the toolbar from the member browse or edit the member and choose the Deleted status This will only mark the member as Deleted and not actually remove it from the system This is so that history can be kept on these members and so that you can recover the member if you deleted them by mistake To physically and permanently remove deleted members you use the Remove Deleted Members option in the Utility menu This option can not be recovered from unless you have a backup so use caution The remove option requires database security to perform The other choice in the member status field is Inactive
152. ns but not necessarily a group New members may be assigned to a District and Zone for example to be followed up on by that zone pastor but they may not yet be in a group When they do join a group these fields are updated to reflect the divisions of the new group These fields can be automatically assigned when entering the member s zip code See member addresses below Sponsor Mentor Friend This is used when the member joins a group If one of the existing group members were responsible for the new member joining their group then that person would be recorded here This way you would know to keep these members together when multiplying the group You may find other uses for this field as well 32 Members and Pre Members Member Addresses To add a member s address use the button on the left side of the screen in the address window The member address screen will appear Addresses Le ES an Address Type 1 Home This 13 a family address To make changes for this member ONLY use Split Address Address line 1 1800 N Germantown Pkwy Address line 2 de Map Postal Code 38016 City Cordova Use the Postal Code to automatically State Province TH assign this member to a division in Your Country organizational structure Carrier User Auto Assign Phone Users Address Information Last updated 02 16 20 by MANAGER Cancel Help Address Type allows you to specify whether this address is the home add
153. nter School of Leaders classes Many of them are available in the Member module as a Member List Label style including SOL Attendance SOL Class Roster SOL Sign in sheet with barcode and SOL Student info These report styles work with the current view so you would first choose one of the SOL views such as SOL Active Students SOL Potential Leaders SOL Graduated in date range etc 105 Reporting For statistical reporting you could use the Post Encounter or SOL Statistics report in the Class module This report actually produces five different report types that can be further customized to produce many different reports The main report types are Men amp Women Stats Enrollment Potential Leaders Students Matriculated Attendance Trends Within these reports you can further choose how you would like to group and subtotal So if you wanted to see a report showing the number of Men and Women in each Level but separated by Network you could select Men Women for your columns Net for the Outer grouping and Level for the inner grouping The most common layouts are already selected for you by default Here is an example of Men Women Statistics 0111409 11 23 30 AM Schoo of Leaders Statistics Page 1 Men amp Women Stats Active Schools NetWoren Men Women Unknown Total Level 1 2 55 385 90 2 55h 42 Level 2 1 1 12 91 11 5 139 Lewel 3 1 1 148 93 10 65 153 33 o fa m Po Organization Reports Organizations
154. nternet Integration a data entry error it is possible but be careful not to alter the format of the file The files are plain text files with tab separated fields and can be edited with notepad or some other text editor if necessary Data Updates from other sources Member updates can be imported from other sources besides the web site as long as the file is in the same format The Data Updates screen can be accessed from the File menu then Import Data Updates The Data Updates file should be in the following format with each line containing the following All fields are TAB separated COMMAND MODULE MEMBERID DATA COMMAND ADD EDIT or DELETE MODULE Members or PreMembers MEMBERID The field value pair MemberlD 0 for new records or the actual ID if editing a record DATA Any number of field value pairs tab separated Here is an example file ADD Members MemberlD 0 MemberType Member Lastname Adams FirstName Joe ADD Members MemberlD 0 MemberType Visitor Lastname Smith FirstName Bob EDIT Members MemberlD 1234 Addr1 PO Box 1401 EDIT PreMembers MemberlD 363 MemberT ype Visitor Example weekly web integration steps Use the Retrieve from web button on the web integration screen to retrieve any group meeting results that may have been entered Cell Meeting Results will be processed automatically but any member updates need to be approved in the data updates screen Any new group memb
155. o see if the person has already been entered To enable this feature make sure Check for Duplicate Members is checked in the Options menu As you type in a new person s first and last name Excellerate will search to see if anyone with that name has already been entered You will then see a list of matches to determine if the new member has already been entered To disable the feature un check this option 21 Getting Around Chapter 3 Getting Around Now that you have installed and configured Excellerate for your church we will take a look at getting around within the program and introduce some of the screens and toolbars Main Screen This is the main screen that you will see when starting Excellerate gt Excellerate 4 0 Dela Pa sample File Edit View Reports Contributions a Utilities Help e evcellarate S PreMembers Groups Classes Organizations Contributions All Members Web a Actions mp Add new person E Edit this person Delete this person 2 2 Send email to this person Send mass email to view ae Record church attendance SF Manage views 2 4 Show Hide Pictures Views de All Members Address related gt Attendance related Group related o Class related E Organization related O Person step related ES Tagging related ES All views HHA E 3A SA 4A 7A 8A 9A 11A 10 A 2A 1A Membe Adams Membe Adams Membe Adams Membe Adams Membe Johnson Membe Jones Membe La
156. ode When entering contributions Excellerate can set the default account code to any of the accounts you have set up This way you can reduce the number of times you have to choose an account code See Accounts later in this manual Use same code until changed When entering contributions you can tell Excellerate to always use the same contribution account code until it is changed Otherwise it will default every time to the default code specified in the previous field 74 Contributions Default contribution type Again like account codes you can set the default contribution type here You can set up any kind of contribution type in the picklists menu option Default member lookup field When entering contributions you can lookup members by either their MemberlD Envelope or Last name Set this field to whichever method you will use most Accounting period Excellerate tracks contributions according to the accounting period Here you can set your current accounting period The accounting period is only used to calculate contribution totals for the various periods such as month to date quarter to date etc Setup Check Scanner This allows you to configure an optional check scanner See the Check Scanning chapter for more information Show member name when entering contributions This option allows you to hide the member s name when entering contributions If your church uses the member ID or Envelope to ent
157. of your current database is reduced improving performance and you can always open the backup copy of the database to access the removed contributions After removing the old contributions it is a good idea to run the Reindex Compact utility Re Index Compact Database When Excellerate removes deleted records from the database the space they took up on the hard disc is not necessarily recovered lf you have deleted a large number of records from the system you could run the Re Index Compact Database utility option to recover that space This operation requires DATABASE security level Remove Old Locks Excellerate will periodically put locks on information that is being updated by users In the event of a power failure or some other reason for improperly exiting Excellerate there may be a lock left open If you receive a message indicating a user has something in use and you know for sure this is not the case you can use this option to remove that lock This should rarely happen This option requires DATABASE security Edit History Fields The Member module can track changes to critical fields and record those changes in the Member History associated information tab You can specify which member fields get tracked this way by using the Edit History Fields utility With this utility you simply list the fields in the Member or Address table for which you wish to record change history This option requires PREFERENCES security Edit Requ
158. oose Open other database and open the database that you just created located on your file server When prompted if you would like this to be your default database answer yes Actually the only files needed on the file server are the database which will have a MDB and CFG extension the report styles with QR extension and the Pictures directory See Member Pictures If your move your database make sure you move the report styles with it otherwise many of the reports will not work If you have a previous version of Excellerate make sure all computers are upgraded to the same version of the software Chapter 2 Getting Started Choosing Your Theme Getting Started The first time Excellerate is started you will be asked to choose a theme You can also easily change your theme later Select a theme to use with Excellerate Available Themes theme black theme blue File Edit Preview View Reports evrcellarate Actions Add new member T Edit this member x Delete this member Send email to this person Send mass email to view tf Record church attendance Manage views E E El El El 4 Show Hide Pictures im gt VIEWS All Members Address related J 4ttendance related J Cell related cy Class related J Organization related H Member step related a Ea Contributions Options Utilities Help FreMembers Members Petue Tag ID Status 64 34 54 44
159. options User definable Divisions Structure Members Groupe Classes Organization Addresses Group Actyities Churches can organize thier members and small groups into a helrarchichal structure similar to an org chart This can be something like District Zone Section or principle of 12 structure like Network Thel2 The 144 etc Or it can be as simple as Campus and nothing else Define the names of the different divisions of your organizational structure IF you only need one level leave divisons 2 4 blank Division 1 District Division 2 one Diviziona Section Division 4 Cancel Help reports and other printouts from the program Database Name You can create several databases within Excellerate This is useful if you want to have a training database separate from your main database or for keeping multiple congregations separate form one another The Database Name option allows you to specify which database to automatically open when starting Excellerate Typically this would be your database mdb located in the directory where you installed Excellerate but if you are using the network version this will be the database on your file server This is a local option that only affects this workstation 146 Utilities and Preferences Word Processor If you would like Excellerate to automatically start yo
160. oup 1 4 1 1 Group Members Activities Group Meetings Group Attendance Member Change History Group History Member Steps E Memberl ype MemberName Phone DateJoined Member Steps Date Completed Comments Member Adams Joe 222 222 2222 07 15 1999 Water Baptism 01 01 2005 Completed Member Adams Mary 222 222 2222 02 12 1999 Christianity 101 02 01 2005 Completed Member Landry Jiramy 222 222 2222 02 12 1999 Encounter Retreat 03 01 2005 Completed Interested in ministry Member Landry Terry 111 369 8569 02 12 1999 Discipleship 201 02 16 2005 Completed Member Landry Theresa 222 222 2222 02 22 2099 Discovery Seminar Member Robins Jeff 111 587 9874 02 12 1999 Leadership 301 Champions Retreat Group name The group name is automatically calculated by joining the division fields and the Extended Name field So if your division fields are 1 A 1 and your Extended Name is A then the group name becomes 1 A 1 A If you un checked the Use divisions in group name in the options menu preferences group preferences then the group name is simply the Extended Name field Remember a division is the generic term used in Excellerate to describe the levels within your group structure such as District Zone Section etc Some churches may include Congregation or City as one of their divisions In this example we are using District Zone and Section We will explain more about us
161. oup leader they get a code such as Men 01 03 meaning the third leader under the first of the 12 in the men s network So this leader would be at the 144 level Now you can measure your success at any of these levels with reports and graphs If we specify Men we can report on the entire men s network Or Men 01 to report on the first of the 12 in that network 165 Appendix Backing Up Anything can happen to your computer or your data so make sure you have some type of periodic backup plan You may want a monthly weekly or even daily backup plan depending on your church and how much work it would take to re enter lost data To backup your Excellerate data you basically need to copy the files in your Excellerate data folder to external storage This could be CD ROM external hard drive or even in the cloud You can perform a backup manually with a simple copy and paste use the Microsoft Backup Utility that comes with all versions of Windows or some other backup service Either way you want to make sure you backup your Excellerate data folder Your data folder is where your Excellerate database is located You can always see where your data folder is by looking at the title bar on the top of your Excellerate screen Common locations for you Excellerate data folder C Excellerate C Program files Excellerate C Program files x86 Excellerate A folder on your network server For the most part the database will
162. p Remember control groups are for district zone section and groups that do not have any members To make a group a control group you set the group s Type field to Control Control groups do not meet and do not have any members These groups will not appear on weekly meeting total reports In the following example we have created these control groups in district District groups 1 Keith Neal 2 Erin Rushing 3 Bob Taylor Zone groups 1 A Peter Johnson 44 Groups B Adam Jones C Joseph Phillips bh mb Section groups 1 A 1 Joe Adams 1 A 2 1 A 3 Now we can assign real groups 1 A 1 A 1 A 1 B 1 A 1 C and 1 A 1 D to section group 1 A 1 Joe Adams 1 4 Peter Johnson 1 4 1 4 Tina Adams 1 4 1 B Terry Landry 1 4 1 Joe Adams 1 4 1 C Joe Adams 1 4 1 D Mike Willams 1 District Kieth Neal 1 B Adam Jones 1 C Joseph Phillips Pastor s Cell Pete Maxwell 2 District Erin Rushing 3 District Bob Taylor We use group entries to represent the district zone and section leaders for three reasons It makes more sense to put groups under the position District 1 than the person District 1 Pastor The person may change but the position will not By creating district zone and section groups you can assign activities to these groups track history and other information that applies to the whole district zone etc In some small group models the d
163. p called Sunday Service or whatever you call your church services and enter those numbers just as you would a group meeting report This way you can report and graph your church growth Remember you can track totals other than attendance such as the number of salvation s using this method See Importing Church Attendance with Barcodes in the Utilities section of this manual for information on how to use bar coding with church attendance Church Attendance Reports Member church attendance can be reported in a chart similar to group attendance You can view approximately 6 months of attendance at a time A church attendance report style has also been added to the Member Lists and Labels report to allow you to report individual member attendance Check In System The Church Attendance feature is the way you would manually enter church attendance For real time check in you can use our Check In system which allows members to check in using a barcode scanner touch screen or fingerprint scanner The check in system automatically records the attendance in the database in real time You can add the check in system by ordering it from our website at www excellerate com 72 Contributions Chapter 9 Contributions The contribution module is designed to record member contributions so that you can print member contribution statements at the end of the year or as often as you wish It is not a complete financial system but will handle the tra
164. p growth you will enter weekly group meeting totals into the system This usually consists of entering the number of members visitors etc for each group You must also record that certain groups did not meet or did not turn in a meeting report The update for group meeting totals option goes through your list of current active groups after you ve made any group information changes and entered your meeting totals and makes sure you ve made an entry for each group If not the update will automatically make an entry for you indicating that the group did not turn in a report You can then print a list these groups if you need to follow up with them It is OK if some groups don t turn in a report but the system must have an entry for each group every week and the update ensures this Contribution Options Before using the contribution module you should verify several program options within Excellerate to ensure they are set according to your church operation See the section on setting up contributions in the contribution chapter of the manual Email Options Excellerate has the ability to send email messages You will need to have an SMTP outgoing mail server to take advantage of this feature See the section on setting up email in the Internet Integration chapter of this manual Web Options The web integration feature allows you to integrate data from Excellerate with your church web site See the section on Setting up Web Integration in
165. port you can choose it from a list instead of typing it Most picklists will already have some common values entered You may just need to review these values to make sure they are appropriate for your church 17 Getting Started To customize the picklist values used in the program go to Options Picklists Picklists 3 Picklist for Field Div Div te the first level in your group structure Thig picklist should contain all of the possible values for this level including a blank value for groupe or members that are above this level Add ltem Change item Delete Item Comcel _ Hst To add new entries to a picklist first choose the field for which the entries apply using the Picklists for Field selection Then use the Add Item button to add the entries for that field The same procedure is used for changing or deleting entries except you would use the appropriate button 18 Getting Started Zip Codes The next setup step to complete is the zip code table Postal Codes a o ezl District Zone Section Dvd City Zp 38018 e 38013 Bartlett 38020 1 Germantown State TH AddCode Delete Code Zipcode based Group Divisions District 1 One Section Assign divisions to all members Find ip Code Cancel By entering the zip codes your church anticipates using along with their corresponding city and state Excellerate can automatically enter the city and stat
166. ps From the group that needs to multiply use the Multiply Group button to create a new group and to move members to the new group s Multiply Group Extended Pastor s Cell District Section Existing Group Wiew Groups New Group 1 New Leader Date multiplied 07 19 2011 New group should be under old one d New group should be under old parent Double click members to move Member ype Member ame Phone Dateloned Cell5ponzor Member Adams Joe feelers 2222 11051999 Pete haswell o Create Group Member Member Member Member Member Adams Mary Adams Tina Johnson Peter Jones Adar Landry Jin Landry Terr 2221222 2222 2221222 2222 555 555 5555 111 589 7593 22222 2222 111 369 5569 11705 1999 Kathy williams 02714 1999 11705 1999 02714 1999 11705 1999 11705 1999 Cancel Help This screen allows you to enter the name of a new group a new leader and to indicate which members will move to the new group After hitting Create Group the new group will be created the selected members moved and the new group s parent field will be set to the appropriate group depending on the parent option you checked To indicate which members will move double click their record and the move field will change to Y The CellSponsor or group sponsor is displayed for you reference Remember this field is in the member record and can be used to indicate who invi
167. r Edit Member O for loose cash Peter Johnzon 1359 Hollyberry Dr Cordova TH Contribution Amount 0 00 HA Date 12 29 2003 Accounting Period BatchH 7 Recelptt 2736 Checkit or Type Check Description j Distributions Pledges Process Credit Card Posted for this member Date Amount AcctDescrption TypeCheck Tax Description Receipt 2 29 2003 ES E MA Distribution Fledged Acct Description Amount Amount Frequency Account AcctDescription Payments GF CEGEKET J 100 00 Weekly GF General Fund MISS Missions 50 00 Monthly MISS Missions Accounts Distributed for this member 300 00 Fost uzing pledges With this screen you simply enter the Member ID or Envelope number tab to enter the amount check or type and then hit enter Repeat this process for each contribution to be entered Notice that if you don t know the member ID or Envelope number you can always use the name search field Just start typing a few letters of the last name and the member will be selected for you You can change the account that the contribution is designated for if necessary but this can be defaulted to any account you have set up As you select members their name and address will be displayed directly below the input fields so that you can verify this information You can also add or change members on the fly by using the relevant buttons or double click the underlined member name or address to jump to that member
168. r in District 1 Zone A Section 5 group B then you may choose to name his group 1 A 5 B In this case you would check the use divisions in cell names box lf you don t want the divisions included in the group name for example names like Teen Life or Matt s Cell you would leave the third box unchecked What is a division Essentially division is the generic term used in Excellerate to describe the levels within your group structure such as District Zone Section or Network Generation 144 etc in the case of G12 Some churches may include Campus or part of the city as one of their divisions If you wish to allow your members to join more than one group check this box 147 Utilities and Preferences The next field in this section allows you to specify the day of the week that your church has designated as the beginning of the small group week This may differ depending on the specific situations of each church This option is used when displaying the pop up calendars for entering dates referring to small group weeks You can also specify how you want to default the group member attendance You can choose to default member s attendance to Present Absent Use last weeks attendance or to turn off group attendance The Prompt for meeting updates option specifies when you would like the program to remind you to run the update for group meeting totals In order to be able to track your churches small grou
169. r word processor can automatically be loaded for you See your word processor documentation on how to create a mail merge document but make sure you choose the file that you just created from excellerate for your data source 117 Reporting 118 Internet Integration Chapter 13 Internet Integration There are two parts to Excellerate s Internet integration Web Integration and Email Web Integration allows you to transfer data between Excellerate and your web site to provide features such as follow up tracking searching or listing groups and entering weekly group report forms on your site Built in email allows you to easily send email messages to your members from within Excellerate Web Integration The web integration feature allows you to integrate data from Excellerate with your church web site Specifically you can upload data and web scripts to your site using Excellerate s built in transfer utilities to add the following functionality to your web site New visitors can be added from the web site Update follow up information for visitors or any person in the database Cell leaders can fill out their weekly group report forms online instead of turning in paper forms Run reports analyzing group meeting results or other information Users of your web site can search or view information about your groups To take advantage of the web integration features you will need FTP access to your web site You will ne
170. re at any time Small group models 55 District Zone Sections G 12 Networks 12 144 Free Market or Other User defined lt Back Next gt Finish Help The Divisions screen defines the possible picklist values for the small group structure naming convention The values will be defaulted based on the small group model chosen and can be customized here For help on customizing these settings see the section on Picklists later in this chapter Divisions Small group churches segment their ministry into some type of organizational structure consisting of several levels or divizions Based on the model you chose you will see the default names and values for these divisions below You can modity these divisions if necessary Divl Network Men Women Youth Chile Dive Thel 01 12 Diva Thel44 01 12 Dvd Thel 26 01 12 15 Getting Started The next screen defines the member development steps that you expect your members to go through Choose Customize to modify these steps For help on customizing these settings see the section on Member Steps later in this chapter Member development steps Excellerate can track the steps your members go through on their journey to becoming leaders Based on the model vou chose the default steps are shown below Water Baptism Pre Encounter Encounter Retreat Post Encounter SOL 1 SOL 2 Re Encounter SOL 3 The Picklist screen allows you to custom
171. re put in the member s record therefore assigning that member to those divisions Member s attendance can be tracked for primary as well as secondary groups and all of the member s groups will be listed in their group s associated information tab To make a specific group their primary group use the Make this their Primary group button when adding or editing a group member When a group Is chosen as the primary all others become secondary Searching for Groups There are two ways to search for groups from the group browse First is to use the find button in the toolbar or use the menu and choose Edit Find 49 Groups Find records Le ES Group name Leader s last name Primary address In field Mame ka Cancel This method allows you to quickly search by the group name field or another field in the group table This type of search will return all groups matching the search criteria in a search results view Hit escape to return to the previous view The other way to search is to simply start typing a few letters of the group name Search for E 23 1 4 Cancel The Search for window appears This method will take you to the first occurrence of the group name that matches the search criteria in the current view This will not find a group that is not in the current view 50 Groups Multiplying a Group When a group grows in size it becomes time to multiply into two or more grou
172. record you can easily see which steps have been completed and which steps have not Member Steps Date Completed Comments Water Baptism 01701 2005 Completed Christianity 101 0270172005 Completed Encounter Retreat 0370172005 Completed Interested in ministry Discipleship 201 0271672005 Completed Discovery Seminar Leadership 301 Champions Retreat To indicate that a step has been completed simply double click the completed field for the desired step The Member Steps tab is also used for tracking the details for Post Encounter School of Leaders classes in the G12 model See the chapter on classes for more information The Organizations tab view allows you to track any organizations a member is involved in These may include choir prayer teams kid s services etc Remember you can double click the organization to quickly jump to that screen The Visits Counsels tab is used for recording visits meetings counseling etc between members and the staff as well as between members and other members Often in a small group church group leaders 35 Members and Pre Members and members do much of the ministry as well as the church staff You have the option of viewing visits with the current member or visits the current member has had with others Access to this information is limited to User ID s with Visits Counsels access The Classes tab allows you to track which classes this member has taken or is scheduled to
173. ress work address etc If you have already setup the zip codes under the options menu then as you type in zip codes the city and state will automatically be entered for you Also by hitting the Auto Assign button you can assign the member to a set of divisions This may be a District for most small group churches The other buttons to the left of the address window on the member screen are for editing deleting and viewing the previous or next addresses Family addresses and Split addresses When a member is added to a family they automatically get assigned to the family address The family address is the address that is shared by all members of the family If you pull up one of the family members and change the address it is changed for all family members If you need to change the address for one of the family members then that member s address needs to be split out from the family address To do this you would choose split family address from the member screen and this will make that member s address separate from the rest of the family s Then changes can be made to that address without affecting the other family members If that family member decides to move back home and you want to un split their address you will need to do the following Remove the member from the family by using the Change Family button and then selecting Remove member from family Save the member then re assign them to their original family 33
174. rg Addresses Prev Next z J X Small Group Information Assigned to User Fields Comments 1 Home a Joe is interested in starting 1800 N Germantown Pkwy shld District 1 Pets Dogs an outreach group to help people make small repairs Tina Adams Zone A User2 Cordova TN to their houses 38016 Sponsor Mentor Friend Section 1 User3 Split family addresses 7 Maxwell Pete L gt User4 Family Followup Profiles MemberSteps Organizations Visits Counsel Classes Groups Group Attendance Contributions Pledges Church Attendance Change History E x Member Steps Date Completed Comments z Water Baptism 01 01 2005 Completed Christianity 101 02 01 2005 Completed Encounter Retreat 03 01 2005 Completed Interested in ministry Discipleship 201 02 16 2005 Completed Discovery Seminar Leadership 301 Champions Retreat Last updated on 01 13 2003 10 20 4M by MANAGER For example the member screen will have the following associated info tabs Other family members Follow up Information Member profiles Member s small group etc The information in these tabs will contain links to the other parts of the program For example If you are viewing a particular member you will see their family members listed in the family members tab If you double click a family member you are automatically taken to that member s edit screen You can also see that this member belongs to a small group You may
175. rinted You can adjust the width of each level as well as the height of each item to get the best fit You can also change the sort order so that if you turn the chart on the side to look like a real vertical organizational chart the groups will be in order from left to right 57 Groups Entering Group Meeting Totals and Attendance The key to tracking your churches small group growth is to record your weekly group meeting totals Excellerate helps you do this in two ways First by providing group leader report forms that you print Reports menu groups or with online leader forms These forms list the existing group members and provide a place to record the number of members visitors children and other counts that may be of interest to your church Second by downloading the totals from the online forms See the online integration chapter or by using the Group Meeting Totals Entry screen Enter group reports for Week 29 Year 2011 or Dates 0771172011 to 0771772011 E a gt Help Groups Current Group Members 12 Tag all Group report Pastor s Cell Group Reported Laia als Date 07 20 2011 En Adams Joe 1105 1999 ES Adams Mary 11 05 1999 El Group did not meet TATA Adams Tina 0214 1999 E Group did nat report 1 4 1 B Johnson Peter 11705 1999 Topic Forgiveness IATE Jones Adam 02 14 1999 Led by Maxwell Pete L jae Landry Jimmy 110571999 a Landry Terry 11 05 1999 Manuel Kadi 1105 1999 Members Meal Kieth 02 12 1
176. roup and Subtotal BatchH then sort Ey ig Receipt 0 Member 5 Amount O Envelope Show individual contribution detail E Show check images Include summary at the end of the report Use version designed for 132 column text only printers Here is an example of the contribution batch report 12 19 99 11 55 51 PM Page 1 New Life Cell Church Contribution Batch Report User MANAGER 02 03 1999 15 o General Fund 150 00 Check Y Kieth Neal 3 iss ions 45 24 Check Y i Batch 1 SubTotal Hash Total 0 Batch Total 459 49 Contributions 5 Calculated Hash Total 0 Calculated Batch Total 459 49 Difference 0 Difference 0 00 N W 00 o N a Alix lt lt lt lt 02 10 1909 General Fund 250 01 Check Katy White 02 10 1990 6 General Fund 25 43 Check Joe Adams l 02 10 1990 24 General Fund 73 39 Check Kathy Smith l mir Kieth Neal W0 0 f aia 2 10 1999 General Fund 250 00 1343 02 107 1999 2 7 10 iss ions 92 11 323 Peter Johns on 02 10 4999 2 7 10 General Fund 144 90 3223 Peter Johns on Batch 2 SubTotal Hash Total 0 Batch Total 825 84 Contributions Calc ulated Hash Total O Calculated Batch Total 825 84 Difference 0 Difference 0 00 Contribution Graph The contribution graph will graph contribution income and pledges for each of the accounts These can be grouped by week month quarter or year 109 Reporting Member Contribution Report The Member Contribution Report ca
177. rrent Level This will automatically set their Level 1 school and starting date Once members have been added to this class attendance can easily be tracked from either the member module or the class module by simply double clicking the appropriate week columns The member s completed field and the class s completed field must match for Excellerate to show the correct list of students for a class If the class is has not been completed yet Excellerate uses the member s Current School field to find it s students If the class has been completed it use the other school fields for the appropriate class level These classes track students by the class name not the class ID as in traditional classes so the class name and the student s school name must match for them to be in the class When you change a class name Excellerate will automatically change all of the student school names to keep them in sync Also remember you can go between the student and their school screens by double clicking the blue underlined school or name links 66 Classes Barcode Attendance Tracking Attendance for Post Encounter School of Leaders classes can also be tracked with barcodes Excellerate works with the Symbol CS1504 hand held scanner which scans an attendance sheet containing barcodes printed from Excellerate Then the scanner can be docked to an Excellerate computer and attendance imported from the scanner See the section on barcoding for more i
178. rs who s birthday is in that month Now you can report on these members in several ways by choosing the appropriate report labels or mail merge from the reports menu 89 Views Selecting Views All of the views are listed in the Views menu on the left side of the main screen Views e All Members Address related par Attendance related mA Cell Attenders in date range J Church Attendance in date range a Group Attenders in date range a Missed past 3 weeks of Church C Group related Class related E Organization related 3 Person step related Tagging related 3 17 All views The views are categorized based on the information they relate to For example all the views having to do with Attendance are grouped in the Attendance folder For convenience all views are also located in the All Views folder in case you want to see all of the views together To choose a view simply double click it From the Views menu you can also get to a view quickly by typing the first few letters of the view name This works best in the All Views folder If you can t remember the exact name of a view you can search for a word in the view name by hitting CTRL F and typing in the word to search for You can also select a view from the main menu by going to Views Select different view and choose the desired view You can choose the current view one of the saved views that are available to all u
179. rted into the open batch for you to review Currently the importer is compatible with ServiceU s TransactU service but other systems may work as well 81 Contributions Loose Cash Loose cash contributions can also be entered into Excellerate even though it is not posted to any particular member This is helpful so that you can track and report the total amount of income received regardless of whether or not you know whom it was from To enter loose cash during batch entry just choose a member ID of zero This will post the contribution to the Loose Cash Contribution screen These contributions will not be reported on the Member Contribution Statements because they are not assigned to any member but will be included in any contribution reports These contributions can be viewed and edited using the Edit Loose Cash Contributions menu option Updating Batches After entering your contributions into batches you need to update them to the members Updating a batch moves the contributions for that batch into the member s contribution file Batches can be updated one at a time several within a batch number range or all the batches entered for a specific user To update the current batch you are working on use the update button on the Contribution Batch screen Or you can use the Update Contribution Batch menu option Once a batch has been updated it is closed and contributions no longer get posted to it lf a mistake has been made it is po
180. ry Detail Report WR_CellMeetings_12mos_ByDate QR the web report that defines the data EXWR_CellHistory htm the HTML template that defines the layout of the report Exreport htm the page that calls exwebrpt pl to run the report Retrieving the web updates 125 Internet Integration When information is submitted on the web it is stored in a file on the web waiting to be retrieved by Excellerate To retrieve and process the updates go to the Web Integration screen and hit Retrieve from web Excellerate will look for any updates download them save backup copies then process them When processing group meeting reports the entries will be entered into the database and can be reviewed from the group meeting screen by hitting View cell meeting screen button When processing member updates the Data Updates screen shows any pending updates allowing you to approve the requests and specify which module the new additions should be imported into This option will import any data updates from the web integration or other external source Select to process records Progress Pretlem Member ADD Joe Adams 00 Main St Memphis test2ttemail com 082 Dup found in Member PretMem Y Member EDIT Members Bob Smith D 5233 100 Main St Memphis testemail com Y Group ADD Cells Men MEE TING OF Bob Novack ID 0 1800 N Germanton Pkwy 1234 Cordova 1 Possible duplicates already in the MEMBER Module Possible duplica
181. ry is that you can set the access rights of that directory so that the data can not be accessed by anyone except by using the scripts See your web site administrator for information on how to restrict access to that directory Modifying the Cell Leader Report Form HTML template EXREPORT HTM The look of the Cell Meeting Report Form is based on a template The template is read in by the script then outputted to a web page with the group s information included The template can be modified to accept different types of information The standard information such as meeting date and member visitor counts will be imported into the cell meeting history table Any information that you request in your online report form that can not be directly imported into an Excellerate group meeting history will be included in the comments section of that record You will be flagged with a red w which means there is more information for you to do something with All INPUT NAMEs and field names are case sensitive Use the form tag like this lt FORM name Name action LocationOfScript gt The LocationOfScript tag will be replaced by the cgi with the correct information Somewhere in the form you have to include this comment lt Form Variables gt This is used by the script for internal information 128 Internet Integration The following tags are required for the group leader report form These tags must appear in the repor
182. s Organizations Contnbutions Web Members All Members x OO The Tool Bar allows you to navigate within the program quickly These buttons will take you to the different modules of the program PreMembers Pre Member Module Member Module Groups Small Group Module Classes Class Module y EEES Organizations Module e y ABE Contributions Module Web Integration You can also use the following function keys F4 Pre Members F5 Members F6 Groups F7 Classes F8 Organizations F10 Contributions F11 Web Integration F12 Select different views Below the main toolbar the module toolbar contains buttons common to all modules X Adding Deleting and Editing records Q Finding records within the current module P Printing lists and reports Getting Around Actions Menu The Action menu on the left shows all the actions you can perform for the given module Actions pu Add new member vee Edit this member x Delete this member Send email to this person ae Send mass email to view 2 seen af Record church attendance Manage views iw gi Show Hide Pictures For example in the Member module you will see new actions for sending email recording attendance etc Browse Screens When you select a module to work in Members Groups etc you will see the browse screen for that module The browse screen lists the records in that module for the current view you
183. se the picklist type Use F for a forced picklist which means that the entry must come from the picklist only Use O for an option picklist which allows other entries besides the values of the picklist Use N for no picklist Entries for these picklists can be added in the Options Picklists menu just like other picklist values Default value allows you to automatically enter a value in the field when the record is created or it can specify a button command See the notes on this screen for details 143 Utilities and Preferences The next section allows you to specify a title to appear on the screen for the field and positioning of the field You may enter the X Y W width H height values for the field or leave the X and Y blank Once the field has been added you can reposition within the screen later Indexed fields If the field is going to be some sort of ID or field the program will use for looking up the record it needs to be indexed You can choose ascending or descending The location of the field specifies where the field will appear within that screen For Member fields they can be placed in the main screen the Follow up tab or the Member step tab For the other modules you can only choose the main screen Display format allows you to choose how you want that field to appear If you wish you may add titles without fields or fields without titles Just leave the title or field blank The first flex field mus
184. sent the total number of people that attended the meetings The other bars in front show how many of them were church members or visitors or children etc You can double click the top of any bar to see the specifics of that bar You can choose different representations of this graph by using the tools in the toolbar Since we chose to graph our groups one at a time we can use the Previous and Next Group buttons to graph those groups These buttons will display the previous and next groups in our current view So if we wanted to look at the groups in zone 1 A in detail we would choose that view first then view the graphs for each group one at a time We can also produce this graph for an entire selection of groups This way we could look to see how a district or zone was doing as a whole This is done by un checking the Graph individual groups and entering our group selection criteria This graph can also be accessed from the Group growth graph action from the main browse 94 Groups Group Tree A Better View of Your Group Structure Once you ve entered your groups and assigned their parent fields you will be able to get an overall view of your group structure by using the group tree The group tree lists your groups in an outline or tree diagram te ETA o go 1 District Kieth Meal t 1 4 Peter Johnson ie 1 4 1 Joe Adams 88 1 4 1 4 Tina Adams 2 sets ge 1 4 1 B Terry Landry 2 2 ee ES
185. sers or your default view which is defined by your default view parameters assigned to your user id Most views have prompts built into them These views will ask you for a view criteria such as what district what member type etc By prompting the user for these values you don t have to have a separate view for each district or member type etc Creating a New View Excellerate comes with several common views built in but undoubtedly you will want to create your own This can be done by using the Build new view button in the View Manager screen or by Right clicking in the Views menu on the left and selecting Add View 90 Views Build new view ll x Wren for a T ables Description Selection Criteria A Add Edit Delete Ask for specific Member Type Sort Criteria Add Edit Delete Lo Ko o Cancel He Show SQL When you build a new view you are actually building a query or an SQL statement for the access engine to process Instead of having to write this statement by hand the Build new view screen builds it for you by asking a few questions What module is this view for and what kind of information should we get What do you want to call this view Which records do you want to select How do you want them sorted The first question is answered by choosing an entry from the picklist For the member module you have the following option Members Members
186. specific email View Sent mail When sending emails from Excellerate the sent messages are saved in the sent mail screen To see a list of sent emails use the Utilities menu then Email then View sent mail This screen will allow you to view and retrieve sent emails If for some reason you want to send an email to an individual but you want to send it from your default mail program such as outlook you can use the Utilities menu then Email then Email this member using default mail program This will send the message using your default mail program and the sent message will be saved in that program s sent messages folder not Excellerate s sent mail Merge Fields In EMAIL Excellerate also allows including merge fields in your emails To include fields from a member s record use the Merge Fields button This button allows you to choose a field from the member record to display in your email such as Firstname Hitting the Preview button will show you what that email would look like with the field replaced with the actual value Emailing Reports There are two methods of emailing reports in Excellerate Any report that you generate in Excellerate can be emailed by previewing the report then hitting the email button This will save an RTF version of the report without any lines or graphics and send that with the email The other method can actually send multiple emails to different individuals listed in the report There is an example o
187. sseeeeeeeesseeseceessseaeeeessseseeeesssageeeesenas 90 EONNO A VIEW aeren E A A 92 imnponing and EX DOING VIEWS rasta a a a a cd 93 AMAN CO UI WS a a a a ire ciale 93 Chapter 12 REDOUN ccs tardas od oia 95 REpors ANG VIEWS etc a a a e a aA eN 95 o A 96 Member RE ports cccccccsseececcceeeececcceeuseceeeeeeeseceeseeeeseceeeeaeaeceeseeeaceeeseeeaeeeeessuaueceeessaaseeeeessaaeeeeessaagseeess 97 COUP FRC DONS oraaa Frere stecaecdeS see dh ncbt addenda dlountsancdvGl aE aE AEE N 102 class REDONS mariaa aa daants ancl vlc cdegeta adeeb a AE E 105 Organization Repos siciliano 106 ContiDUIOM REDONS revisa it di its 106 SUSIOM REPONS si ant ito 110 MAME Sr aa a ito cocoAdas 117 Chapler 13 Internet integration vaca accio 119 Web llega cts iii lost 119 Setting up Web NEON tecudadueediactdvesuel aecpaddaxolteaedeaxzdeaelaeetsasomeee 119 ETS HIG Web Meda lOs clan citen 121 Modifying Web Integration to Fit Your Web Site ooonccnccccccnconncccconccnncnnnancnnnnononncnnnonnnnncnnnnononncnnnnonnns 128 List of Excellerate s Web Integration Files occoconccccnccocnoconnoconccconccnoncnnnnononnonannnnannonnnnnnnnonannnnaninnons 132 A ete E eee ee eee ee ee ee ee ee 133 Seting NOS EMAIL ies lcd 133 US EMVAdE emer ne eg a er etre eee 134 EMANO REDONS sseni a a belanied cl ayes ten ia 137 Chapter 14 Utmties and PFElGrenCeS A a a E E A AEAEE 139 nande User Pass Won doaedauemdlecumbss 139 S t Database Pass Woldissinias i
188. ssible to reverse update a batch make the corrections and update it again Before the batches are updated you have the option of exporting the batch totals to your financial system See exporting contributions later in this manual You can also print a batch report at this time which lists each contribution along with a summary by account and type at the bottom of the report These batch reports could be used to match up against bank deposits Reverse Updating Batches Once a batch has been updated it is closed to further contribution postings lf a mistake was made in a batch that has been updated or you forgot to export the batch before it was updated you can reverse update it This process brings back the contributions from the member s file to the batch At this point you can continue adding editing or deleting contributions until you are finished Now the batch can be exported if necessary and updated again Batches from earlier accounting periods can be reverse updated and modified and the changes to the batch will be counted in the accounting period of the batch not the current period Viewing Editing Member Contributions Once a contribution batch has been updated those contributions are posted to the members file To view those contributions choose the Contributions Pledges associated information tab in the member s edit screen Family Followup Profiles MemberSteps Organizations Visits Counsel Classes Groups Gro
189. stem utility Network Multi user requirements Any network environment that provides shared folders accessible by Windows workstations where the main database file can be stored in one central location and is accessible by the users Installing Excellerate Close any running programs before installing Excellerate Single Computer Installation To install Excellerate simply insert the CD into your CD ROM drive and the setup program will start automatically If Auto run is disabled on your computer you may need to run the setup exe program directly If you are downloading Excellerate from our website simply double click the file you downloaded to begin the installation After the installation program completes Excellerate will be loaded on to your computer and accessible from the Start Menu or desktop icon Network Installation Excellerate s recommended network setup is to have the application installed on each workstation These workstations would then reference the database located on a file server First install the application on the file server as in the previously described Single Computer Installation Once installed on the file server run Excellerate and create your new database Make sure that the directory containing your database is accessible to all of the workstations that will be using the program Next install the application on each workstation in the same manner but when prompted to create a new database ch
190. t form If you do not want input tags displayed for user input set their TYPE HIDDEN Display group information tags required Cells Neme for the group s name Cells LeaderName for the group s leader s name Input tags for group information required These fields will be validated when the form s script is called lt input name DATE type text size 12 gt lt input name TOPIC type text size 30 gt lt input NAME LEADBY TYPER text SIZE 350 Value Cells LeaderName gt lt input type checkbox name DIDNTMEET value true gt Input tags for group meeting information and totals required These fields will be validated when the form s script is called lt input NAME MEMTOTAL TYPE TEXT SIZE 4 gt lt input NAME VISITORS TYPE TEXT SIZE 4 gt lt input NAME CHILDREN TYPE TEXT SIZE 4 gt lt input NAME SALVATIONS TYPE TEXT SIZE 4 gt lt input NAME USER1 TYPE HIDDEN SIZE 24 gt lt input NAME USER2 TYPE HIDDEN SIZE 24 gt lt input NAME USER3 TYPE HIDDEN SIZE 24 gt lt input NAME USER4 TYPE HIDDEN SIZE 24 gt Change the HIDDEN types to TEXT to make them appear on the report form The following tags are optional To display group member information on the form wrap the member section in comment tags like this lt Exc Memberlnfo gt Include in this area the html you want to use to display member information tables are usually used
191. t have a title Adding Flex Tabs To add flex tabs hit the Add Tab button on the top portion of the Flex Fields Flex Tabs screen The flex tab screen will appear Flex Tabs Tab Name Link to the following database table SAL if tab wall contain a list of records Generate default SOL Default column definitions contents of associated wnt or new file Generate default Columna Cancel Help Specify a the name for the tab the module it should appear in and if this tab is going to list records from a new table specify that table name in the Line to the following database table field This table should first be created in flex fields by choosing New Table in the Module Table picklist field Preferably you would add all the flex fields for that new table first then add the flex tab after Again if the tab is displaying a list of records you will need to generate the SQL and column definitions for that table The Generate default SQL and Generate default Columns buttons can do this for you and then you can edit the results to suite your needs Deleting a flex field 144 Utilities and Preferences You may also edit or delete flex fields using the corresponding buttons Remember when you delete a flex field the associated data in that field is deleted and can not be recovered Positioning Flex Fields Once the fields have been added you can go to the corresponding edit screen to re position
192. ta in the import preview window 153 Utilities and Preferences Step 2 Map the fields from your import file to the fields in the transfer database This is done by clicking the field in the import list then finding the matching field in the transfer list and clicking it You will notice a line drawn from field to field showing the map Continue with this until all desired import fields are mapped Step 3 Load data into transfer table This is done by using the Load into transfer table button Step 4 Load data from transfer table into Excellerate Once you ve check the data in the transfer table window and have verified that it imported correctly you can then use Load the data in to Excellerate You have a choice of loading the data into the Member or Pre Member module If you have a lot of data in your old database that needs cleaning up you could transfer everything into the Pre Member then go through and move the current members into the Member module Note If the data in the transfer table window does not look the way you want You can clear the table and try again by using the Clear Transfer Table button Exporting To export data from Excellerate simply choose the module and view of the data you wish to export and choose Export under the file menu This will look similar to the Mail Merge screen since they both basically do the same thing You can choose to exclude members with a mail code if desired and you can spe
193. take This list will show each session of a particular class so this tab gives more detail than if you had a member step indicating that the class was completed Again as in member steps when adding a class you can choose to add all sessions of a class to the member to make it easier to see what has been completed and what is left Also the attended field can be double clicked to quickly indicate that the member attended that session The Groups tab shows which group this member belongs to and which groups this member may lead You will frequently want to jump back and forth between a member and their group and can easily do so by double clicking the group or the member s name You can also move a member to a different group from this tab by editing the group member record and hitting the Move to new group button To remove the member from a group use the same process but leave the TO group blank The Group Attendance tab shows the small group meetings for this member Each meeting is listed indicating whether the member attended or not The Contributions Pledges tab shows the member s contribution summary and a choice of seeing their individual contributions their family contributions or their pledges These contributions can be edited from this screen if the program options have been set to allow it The Church Attendance tab shows the date that this member has attended a church service Time in and out can also be recorded which
194. te the different characteristics unique to each Your particular model may match one of these or may use aspects from each We recommend that you read through the entire section before starting to create your groups The 5 X 5 Model In the following discussion we will use the names District Zone and Section to identify our divisions Div1 Div3 Your church may use other names lf you were to draw a chart of your churches small group structure you would probably draw an organizational chart with groups listed under district Zone and section pastors In Excellerate to represent groups as being under the district 1 pastor for example you would create a Control group for district 1 by setting the District field Div1 to 1 and the other fields Zone Section to blank Also set the Type field to Control Then assign the district 1 pastor to be the leader of that group Next you would create a Control group for Zone 1 A by setting District to 1 and Zone to A and assign the zone pastor to be the leader of that group Now to show that group 1 A is under group 1 set group 1 A s Organizational Parent group to the district group 1 You would also create a group 1 B and set it s Organizational Parent group to district group 1 You would continue in this manner until you get to your actual groups which would be placed under the section control groups By setting the group s parent field you are placing it under another grou
195. ted this person to the group If a group is multiplying into more than two groups repeat the process for each new group 91 Groups Viewing Group Growth Once a group has been meeting and has weekly group meeting totals entered for it you can view its growth in several ways From the group edit screen choose the Growth button This will bring up the following screen Coup Gomh Groph_ ee WES Graph Options Graph on dates from U5 232011 to 07 17 2011 F Graph individual groups beginning with Sunday Service Select groups where leave blank for all District Zone Section a Extended Diwbedit Group Type Meeting Frequency lhems to graph Members y aterB apt Meetings Visitors E E Didnt Meet Children E No Reports Salvation T Groups Total Attended f Actual Group Members This screen is asking you what information you want to graph 92 Groups You can enter a date range by hand or use the calendar button to select a range of dates Select Date Range lt lt lt July 011 gt gt gt Mon Tue Wed Thu Fr Sat Sun oF 2 29 30 1 2 4 4 A E T 8 g 10 11 12 13 14 15 16 17 30 2121 a 26 27 28 29 30 1 2 E 4 5 E i Monday July 18 2011 Sunday July 24 2011 YW Celteek Today To select a date range you left click the starting date and right click then ending date Or you can select a week by clicking the week number in the
196. tems specific to your church that are not already included in the program This section allows you to specify your names for the user defined fields throughout the program You may want to know if a member has any pets for example and could designate the Members User1 field as Pets The user fields can be setup as regular text entry fields or picklists To specify that a user field is a picklist select the appropriate picklist type next to the user field For example F means forced picklists or that the user can only choose a value from the picklist O means optional picklist so the user can choose an item from the list or type in their own N means no picklist See Picklists under the Preferences menu option for setting up values for your picklists 150 Utilities and Preferences Users and IDs As with the Preferences screen this screen is located in the Options menu Users 28 UserlD Name User Information AA o a Mame Email addr Password User Access Members User IDs Send Email U Groups Preferences Options Classes Database Maint Organizations Group Meeting Updates Financial Report Modifications VisitsCounsels Saved Views Access Codes A ReadOnkp U Update O Delete Update Blank NoAccess G Only see last given date Default to these divisions not recommended for most users District Section one Add User Delete User Cancel This screen allows you to en
197. ter 11 Views What Are Views Views A view is basically a subset of the records for a particular module Views allow you to look at the records you are interested in This can make working with the database much easier because you are only looking at the information relevant to your task Views can be quickly accessed in the View menu on the left or from the View Manager Views menu Select different view Each module has its own set of views For example the Member Module will have views relating to members as in the following View Manager O My Default View O My Current View Saved Views New Edit views _Buid new view Edit current view _ Saved Views Import Export Export current views All Members All Members Description All Members Anniversaries for Month _ Anniversaries In date range Birthdays for Month Birthdays in date range Businesses Cell Attenders in date range Cell Leaders Cell Leaders in District Cell Leaders in District Zone Cell embers in District Cell Members in District one Change Layout If you wanted to use a view that pulls up groups you would have to be in the Group Module Views also play an important role in reporting If you want a report of all members who have a birthday this month you would first select the view Birthdays for Month then specify the month The member browse will then show all membe
198. ter all of the users of the system their email address their default view and their levels of access Default User View Users can be assigned a default view which can narrow their view of the database to the area they re interested in For example your church may have several district secretaries and each of them can set up their program to open to the view that they use the most such as District One for the District One secretary When a user has a default view assigned that becomes their initial view when they start the program They can always choose another view at any time If a default view is not specified for the user then they will see all records when the program starts User Access To allow or disallow users from viewing or modifying different types of information within the program you assign them access codes Access codes provide different levels of access to different areas of the program For example to allow a user full access to member information give them a D for member 151 Utilities and Preferences access The D code allows deletions and updates The U code allows updates only and the R code allows read only A blank prevents access to that area of the program SUMMARY OF USER ACCESS AREAS ACCESS AREA ACCESS CODE Members Member and related information Groups Groups and related information User IDs Maintaining User IDs Preferences Options Program preferences picklists and defaults Database Ma
199. tes already in the PRE MEMBER Module Print ll Details Find Member Cancel Close From this screen you can see if a new addition already exists in the database indicated by the red comment Dup found in If you select that record you will see the possible duplicates in the lower windows At that point you can decide if you should import the record or not If you do want to import it place a check in the module that it should import into To skip the record remove any checks Member changes requests will also appear as EDIT requests Those can be skipped as well Any requests to add a new group member will be processed by adding the person to the database but not to the group These must be done manually but all of the information will have already been entered You simply need to print the update screen then go to the group and pick the new group member from the picklist Any errors that may occur during this update will be listed and can be printed for your reference Re processing a file If for some reason you need to re process a file that had errors or was skipped you can do so by hitting the Re process a file button This will allow you to open the file and process it again The files that were downloaded from the web are backed up in the UPDATES folder within your Excellerate folder so you will want to navigate to that folder to find the files If you find it necessary to edit one of the update files due to 126 I
200. the Internet Integration chapter of this manual Advanced Options The following advanced options can be configured 148 Utilities and Preferences Advanced Preferences 2b Allow changing member Divs even if they are in a group Allow State Province field more than 2 letters Assign followup sponsor s division codes to the new member when assigned Format for phone s 4 999 999 3939cccce 0 _ Format for date mmtdd pue Wlask 99 9979999 1 _ Automatically close Excellerate after this many minutes of inacyity Default paper size Letter 8123511 in W Use for report styles l Highlight entire row in browse screens Followup sponsors can be assigned from a list generated by the following SEL IF the first result is empty then it will use the second SOL Method SOL Allow changing member Divs if they are in a group Normally a member s division codes are automatically determined by the group they belong to or are manually entered when they are not in a group This option allows you to modify a member s divisions even if they have joined a group Allow State Province field more than 2 letters this option allows entering full state or province names instead of the US 2 char abbreviations Assign follow up sponsor s division codes to the new member when assigned When a new visitor is assigned to a follow up sponsor Excellerate can automatically assign that visitor the same divisions as the sponsor
201. the fact that you can affect your historical meeting totals by running this for a previous week you need Group meeting update security to run the update This utility can also be used to automatically enter NoMeeting entries for weeks where your groups are not meeting due to a Holliday Once you ve completed your group meeting totals entry and have run the group meeting update you are ready to print out your weekly group meeting reports See the Reports chapter for more information 60 Groups Example of a Typical Small Group Week We will take a look at the functions you may perform in a typical small group week to give you an idea of the events that may take place This is not a required list of activities this is just an example of some of them that might take place Add any new groups that may have been planted Update any new group activities Make any group changes member changes moves etc Multiply those groups that may have multiplied this week Check group tree to see if our structure needs to be adjusted Send data files to web site if using Web Integration Print all of the group leader reports for the week Retrieve group meeting results from the web site if using Web Integration Enter group meeting totals from the report forms that get turned in Print a missing group reports list to see who hasn t turned in a report After all reports are turned in and processed run group meeting update Print group s
202. then inactivate the group by choosing the inactive status within the group s edit screen Assigning Members to Groups Members can be assigned to a group from either the member edit screen or the group edit screen To add a member from the group edit screen choose the member s associated information tab and hit the button to add a new group member Group Member Member of Group 1 4 1 4 Member Date Joined 07192011 Make this their Primary Group Cancel From this screen simply choose the member you wish to add to the group from the member picklist The members must already be entered into the member module before you can add them to a group You can also specify the date the member has joined the group To assign group members from the member screen choose the group s Associated Information Tab from the member s edit screen Use the add button to add the member to a group Join a Group 3 Member Peter Johnson List only Group to Join O List All Groupe Date Jomed 07213922071 Make this their Primary Group Lancel Help From this screen use the drop down picklist to choose the group to join By default this picklist will show the groups in the division that the member has been assigned to For example if the member has been assigned to 1 A 1 or District 1 Zone A and Section 1 then the group picklist will only show groups in 1 A 1 To view all of the groups select the
203. ther group In the following example we have created these groups Network groups Men Pete Maxwell Women Kristi Maxwell Youth Erin Rushing 45 Groups The12 groups Men 01 Peter Johnson Men 02 Terry Landry Men 03 Mike Williams The144 groups Men 01 01 Joe Adams Men 01 Peter iS Men 01 01 loe Adams Men Ue Terr Landry Men 03 Mike Willams Men Pete Masivell _ Mer 05 Adam Jones Mern 06 Joseph Phillips fomen Kristi ih fomen 07 Tina Adams Touth Erin Rushing In the G12 model all of the groups are real groups not control groups They all have members who are leaders of other groups Organizational Parent This is the parent group from an organizational point of view It answers the question Who is responsible for my group in terms of an organizational or administrative hierarchy Birth Parent This is the parent group from a birthed from point of view It answers the question What group was my group birthed from This will usually be the same as the organizational parent but a new group may have been birthed from district 1 but because the new leader really lives in district 2 that group may be put under district 2 It is still good to know which group the new group was birthed from When setting up your small group structure you really only need to assign Organizational Parents Birth parents will be calculated and entered for
204. tions The web integration feature allows you to integrate data from Excellerate with your church web site See the section on Setting up Web Integration in the Internet Integration chapter of this manual Advanced Options See the chapter on Utilities and Preferences for information on the advanced options Logging in Once you ve setup your preferences and users you can now log into the system excellerate church management software 4 0 Registered to Your Church CAE scellerate databaze mdb The login screen prompts you for your User ID and password The default User ID is MANAGER and the password is SETUP AT the bottom of the screen you will see the database that you are logging in to If you wish to log into a different database you can hit the Database button which will prompt you for a database 14 Getting Started Setup Wizard If this is the first time logging into this database the Setup Wizard will start and walk you through a quick and easy configuration process The first screen asks which type of small group model your church most closely resembles This will setup the small group structure and naming for that model If necessary you can make adjustments to the default structure Setup Wizard Small group structure Excellerate can support any small group model To help vou get started choose a model that most closely resembles your small group structure you can customize this structu
205. tle Member Report Current View Members in District 1 Current Member F Include meetings counselings on report Preview Change Selection Cancel This screen is showing that our current view is Members in District 1 To print a detailed report for these members select the Current View choice and hit Print To print the report for the current member select that option before printing From this screen you can change the view for the report by using the Change Selection button This will allow you to pick a new view to use for this report You may also Preview a report before printing it by using the Preview button Saving Reports From the report preview screen you can save the contents of a report to a text file for use in another program Choose the save button select Text files in the Save as type field then type the name of the file to save the report to 95 Reporting Report Styles Another valuable feature of Excellerate s reporting is the ability to select different styles for many of the reports This allows you to print in a variety of formats from labels to lists to letters For example in the Member Lists Labels report you will see some of the following styles Person Lists Labels TM Report Parameters Report Title Person Listes Labels Current View All Members Curent Member Terry Landry Exclude this MailCode M XV Exclude Businesses MW Exclude Inactives Only This Memb
206. to access the removed contributions After removing the old contributions it is a good idea to run the Reindex Compact utility 83 Contributions Removing Old Locks Once again if you experience a power outage during contribution entry you may find that a batch is left in the In use state preventing anyone from working in the batch If this happens you can use the remove old locks menu option to remove any database locks left open Make sure no other user is logged into the system when you do this 84 Check Scanning Chapter 10 Check Scanning One of the most time consuming tasks in every church is entering weekly contributions This process usually involves making a copy of the checks received then looking up each person in the database and hand entering all the information on the check Excellerate check scanning streamlines that process by allowing you to scan your checks with a check scanner You simply load your checks into the scanner Then when you press the scan button Excellerate automatically looks up the correct person for you and displays the check image on your screen All you have to do is enter the amount and move on to the next check The check images are even stored for you so you don t have to make copies Setting Up Check Scanning Make sure Excellerate is closed and install the MagTek Software amp Drivers CD that cam with your check scanner Use the default options that are checked Select Options
207. to do Two functions use special masks to format a field FormatDate mask date and FormatFloat mask n See the program s built in help for the mask specifiers The Layout button in the report toolbar is used to select the paper size orientation columns and other layout options 162 G12 Specifics Report Settings e 23 Paper size LetterB12x11lin Width 9 50 Length 11 00 Portrait Margins Top 0 50 Left Column space Bottorn 0 50 Right i Number of columns Other Font Anal Size Units Inches Page frame 7 Top Left Color N Change Frame width Bottom E Right Bands Length Page header Page footer W Title 0 43 Summary Column header 0 25 Print first page header W Detail band Ue W Print last page footer About QuickRepar Preview Apply ok Cancel When you re satisfied with your report design save it and give it a descriptive name These reports will be available for other users if you are using the multi user network version G12 Specifics There are several aspects of the G12 model that have been specifically designed into Excellerate to help you be more effective at administering the G12 vision That functionality will be described here in relation to The Ladder of Success Win Consolidate Disciple Send Win The Prayer for three The prayer for three is where members of a group are praying for three individuals each You need to decide ho
208. ty 101 1 Christianity Attended To print a Consolidation report which is basically the same information but in a tabular format so that you can total the contacts and member steps at the bottom to analyze your success 12 29 03 1 41 04 PM New Life Cell Church Consolidation Report Followup Members and PreMembers 01 01 1997 12 31 2003 Page 1 Jacobs Eddy Kieth Neal 12 30 98 HorreVisit 111 254 8789 Alter 02 01 99 Interested Long Missy Terry Landry 01 01 99 111 369 8569 Visitor More Info West Adam Joe Adams 02 02 99 Phone 222 222 2222 Info card 02 03 99 Interested Totals 3 1 a D 0 0 D 0 D 0 0 People reported 3 Percentages 100 33 0 0 0 0 0 0 0 0 0 This format shows the totals as well as the percentages so you can easily see what kind of success you are having in the different areas This same report can be grouped in a summary report by a division for a higher level of analysis 100 Reporting The same information can also be graphed by choosing the Followup Graph format Graph o e gt oe S l mu os Ojo la BEE Le t lus Followup Report Active Followup Members and PreMembers 29 Total 0 Inactive Showing actual numbers Acutal numbers completing activity Visitor Report The Visitor Report allows you to print a lists of visitors from both the member and pre member module This report allows you to select c
209. uicken category that corresponds to this account The begin and end dates are available for your information only and do not affect how contributions are recorded These may be useful for planning different projects such as a new building The accounts you set up here will also appear on the member contribution statements if your members have contributed to these accounts These account totals can be exported by using the Export Account Totals menu option in the Contributions menu Contribution Records Excellerate can track many types of member contributions including cash checks credit cards etc Tax deductible as well as non tax deductible items can be recorded A description can be entered for more detail such as specifying a particular missionary etc Member Contribution m Member Johnson Peter L Batch Amount 65 25 Date 0729 2011 Receiptt 2735 CheckH Cash Description Period 00312 Account General Fund Tas Deductible Print Receipt Each contribution is tied to individual members but can be reported for their whole family This allows contributions to follow a child who gets married etc The Check field allows you to enter a check number or you can enter one of the other contribution types such as cash Different types can be added using the Options Picklists menu Each contribution must be designated for a specific account or fund which can be chosen from the picklist Also the date batch nu
210. umber field turns red it means the scanner had a problem reading the check number You can see the MICR information routing amp checking account s that were read from the check in the small area above the check If you start to see characters or incorrect numbers being read you may need to clean the scanner window In the case of multiple funds you don t need to hit Scan again just tab to the amount field and enter the amounts for the remaining funds After each scan you should be able to just hit ENTER to scan for the next check If not check your contributions options and make sure the Default Member Lookup field is set to Last Used 87 Check Scanning Check Images If you configured check scanning to store the check images you will be able to view those images from the batch or the member s contribution tab If you right click on the check image you can zoom in to see more detail You can print check images from the batch report or by using the custom reports Batch with check images Batch open with check images Other Features You can use the manual feeder on the scanner for single checks or if you are processing one check at a time in the case where fund designations are written on envelopes If you need to delete checking account numbers that have been assigned to a member you can do that from the member s contributions tab Hit the Check Account s button to list the assigned accounts 88 Chap
211. ummary report for pastor Print weekly group meeting reports for each district pastor 61 Groups 62 Classes Chapter 6 Classes The classes module allows you to enter the classes your church offers These may be classes that elevate your members to a higher step in their member development or any other type of class where you need to track attendance gt Excellerate 4 0 beta 7 sample 912 md File Edit View Reports Contributions Options Utilities Help e s pee gt eycellerate PreMembers Members Groups Classes Organizations Contributions Web Actions Classes All Classes x Bax Edit this classe z a i i i a x Dee haa seca mi A Consolidation Training Kristi Maxwe Church meeting room Wednesday Nights 7PM i Manage views 4A PE0401 PE Pete Maxwell 2A PreEncounter Terry Landry Rear Auditorium Wendesday night 7PM Views All Classes UL PostEnc Classes UL PostEnc Classes Active 7 A SOL0401 3 Pete Maxwell WA SOL Active Classes WA SOL All Classes SIA SOL0401 1 Pete Maxwell 6A SOL0401 2 Pete Maxwell Excellerate can track two different types of classes Traditional classes made up of multiple sessions allowing members to sign up for all or some of those sessions Or if you installed the School of Leaders Module you can track Post Encounter School of Leader classes These classes track more details relating to the G12 Post Encounter or School of Leaders These classes have a
212. up Attendance Contributions Pledges Church Attendance Change History E X Member Family Pledges Report separately from family Last contribution 02 24 1999 Year To Date 0 00 Last Year 0 00 To Date 835 01 Date Amount AcctDescription Type Check TaxDeductible Description Receipt Period 02 24 1999 213 00 General Fund Cash Deductible 18 199910 02 24 1999 25 00 Missions Cash Deductible 18 199910 02 17 1999 400 00 General Fund CreditCard Deductible 13 199910 02 10 1999 144 90 General Fund 3223 Deductible 10 199910 02 10 1999 52 11 Missions 3223 Deductible 10 199910 Move Contributions Last updated on 12 17 2003 2 13 PM by MANAGER 82 Contributions This screen allows you to see the member s giving summary along with their contributions their family s contributions or the their pledges These different views can be selected by choosing the appropriate button on the left of the screen lf the program options allow users to modify contributions after they have been updated you will be able to add edit or delete contributions here within a member s edit screen Typically contributions are reported for the entire family in one statement If you want certain family members to receive their own individual contribution statement separate from the family you can check the Report separately from family box This is useful for adult children living with their parents
213. up information Pre Members are actually stored in a separate table to avoid slowing down access to member information At any time you can transfer a pre member to the member module We will describe the Member Module in detail here Remember the Pre Member Module is very similar except it doesn t have all of the associated tabs at the bottom of the edit screen 29 Members and Pre Members When selecting the Member Module you will see the Member browse screen 7 Excellerate 4 0 beta 7 sample _ File Edit View Reports Contributions Options Utilities Help a PreMembers Classes Organizations Contributions Web Members All Members xX El a Membe Adams Head M 222 222 2222 1 A 1 A eycellerate Members Groups i e Send email to this person BIA Membe Adams Mary M Mrs Spouse F 222 222 2222 1 A 1 A 5 Send mass email to view 5A Membe Adams Tina A Child F 222 222 2222 Pastor s Cell f Record church attendance 2 eee eee 4A Membe Adams Tommy P Child M 222 222 2222 1 A 1 D En de Show Hide Pictures 7A Membe Johnson Peter Es Mr Head M 555 555 5555 Pastor s Cell BA Membe Jones pran P Pas Head M 111 589 7893 Pastor s Cell Views SA Membe Landry Jimmy P Child M 222 222 2222 1 A 1 A AA All Members 11A Membe Landry meg F Mr Head M 111 369 8569 1 A 1 A io dere 10A Membe Landry Theresa L Mrs Spouse F 222 222 2222 1 A 1 A 1 Attendance related gt Group related 2A M
214. ur word processor for mail merges enter the full path to your word processor This is a local option that only affects this workstation When starting Excellerate open to Specifies the module that you want to see first when the program is started This may vary from person to person depending on their job duties This is a local option that only affects this workstation Group Options In the Cell Group Options screen you answer several questions about how your small groups are organized Group Options S Include children in cell meeting totals Group leaders are also members of the group 4 Use divisions in group name Allow members to join more than one group Group week starts on Monday Default Group Attendanc Present Prompt for meeting updates After entering meeting totals Before printing summary report Don t prompt a If you want children included in your small group meeting totals then check the first box There is a separate total for children as well but if you want them totaled with the member and visitor counts then select this option If your group leaders are considered members of the group they lead and should be counted there as members then check the second box A member may be a leader of as many groups as they want If you wish to have your groups named by the combination of divisions they represent then check the third box in this section For example if Matt is a group leade
215. urrently Excellerate exports in text format or Quicken QuickBooks QIF format When exporting to Quicken Excellerate will use the information in the account s Other Account Info field as the Quicken category to post to If using some other financial software this field may be used for a similar purpose such as general ledger account numbers Resetting Contribution Totals If you ever experience a power outage or other computer problem during contribution entry you may find that a member or account total does not match the contributions entered in the system If this happens you can use the reset contribution totals menu option which will cause Excellerate to go through all of the contributions and recalculate each member s totals and the account totals Removing Old Contributions Excellerate can store years of contribution data even after all of the reporting has been done for those years This allows you to continue to report and analyze giving history for those years Although it is convenient to have that data on hand you may be able to improve performance in the contribution module by removing those old contributions The remove old contributions option allows you to first make a copy of your current database to a backup file then to delete contributions for previous years that have already been reported This way the size of your current database is reduced improving performance and you can always open the backup copy of the database
216. w much data you want to collect at this stage For the most part these individuals may not have any interaction with the church yet and may not even need to be tracked in the database However measuring success in this area is still important so there are two options to consider Group leaders report the names of these individuals in the comments section of their weekly group meeting reports This can be reviewed by their own leaders or by the church staff Group leaders report just the number of people they are praying for in the group meeting reports These numbers can be reported and graphed in the group meeting reports or graphs 163 G12 Specifics Consolidate Keeping the harvest The consolidation process includes tracking and following up on new converts from salvation through the encounters This all starts with entering their contact information into Excellerate and assigning them to a consolidator or follow up sponsor Now consolidation assignments can be distributed via reports or email and the responses collected for evaluating and measuring our success The steps are Assign the new visitor salvation to a consolidator using the follow up sponsor field in the follow up tab The option for assigning divisions of the sponsor should be checked in the advanced options screen so the visitor is assigned to this sponsor s divisions Email all of the sponsors by using the Consolidation Follow Up Request email custom
217. your church has a highly defined system of discipleship classes or one that is more open ended the Member Steps option will be useful You may add steps at any time to this list You may also designate different steps as Auto Load steps All Auto Load steps can be loaded for a member at once so that it is easy to see which steps have been completed and which steps have not 20 Getting Started Member Profiles The Member Profiles option is where you enter a list of all possible attributes that you may want to keep for members These are typically things like hobbies talents or interests but can be used for any purpose Member Profiles o DOS 3 Description Heart Passion for Cause Scquire Heart 4cquire Possess Add Profile Admin Administration Admin Spiritual Gift Change Profile Change Profile Animals Heart Passion for a Cause Delete Profile Apostle Spiritual Gift Artistic Ability Artistic At Risk Heart Passion for a Cause Athletic Ability Athletic Blndnes Heart Passion for a Cause Cancel With member profiles you can search for members with a specific interest when a need arises in that area This may include everything from locating seamstresses willing to sew costumes to identifying people interested in bicycling that could assist in planting a special interest small group group Check for Duplicate Members When adding new people to Excellerate the program can automatically check t

Excellerate User Manual Ver 4

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